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Hemenway & Barnes LLP Leverages Current Equipment to Achieve 11% Savings

Based in Boston, Hemenway & Barnes LLP, a well-established firm with over 150 years in business, sought to renew the contract with its current support services provider, and wanted improved terms and staffing quality. With the coming expiration of its three-year agreement for on-site labor and its Multi-Function Device (MFD) fleet, the Firm’s operations team wanted a comprehensive solution to meet current and future needs, while maximizing savings.

OPPORTUNITY
Based in Boston, Hemenway & Barnes LLP, a well-established firm with over 150 years in business, sought to renew the contract with its current support services provider, and wanted improved terms and staffing quality. With the coming expiration of its three-year agreement for on-site labor and its Multi-Function Device (MFD) fleet, the Firm’s operations team wanted a comprehensive solution to meet current and future needs, while maximizing savings.

PROCESS
The Firm engaged Mattern to review their current outsourcing agreements and conduct on-site assessments of outsourced services. Based on Mattern’s findings and recommendations for increasing overall efficiency, the Firm created a customized Request for Proposal (RFP) that incorporated best practices and requirements for competitive contract terms with the current provider. In addition, Mattern created a separate, equipment-only RFP, which was distributed to multiple MFD providers.

RESULT
After reviewing several manufacturers and software solutions, the Firm decided to extend the labor and equipment agreement with its current service provider for two years, retaining existing on-site personnel and MFD fleet. It was determined that the equipment fleet, originally obtained under a three-year lease, still had substantial useful remaining life. The two-year extension offered the Firm significant bottom line savings, while retaining the Service Level Agreements (SLAs) and guarantees from the provider regarding maintenance and uptime.

The resulting extension agreement included:
- Equipment replacement language (in the event of any equipment issues)
- Elimination of non-solicitation penalties
- Commitment to retain current Site Manager throughout the remainder of term
- Improved penalties for failure to meet contractual staffing requirements

Through the Mattern review and assessment process the Firm could retain its MFD fleet and negotiate new terms for the contract extension, realizing a total cost savings of 11%.

“Under the new contract, we will continue working with our trusted service provider while lowering our costs, and have had the benefit of Mattern’s expertise to help us decide to retain our current MFD fleet while maintaining a high level of service with DTI’s personnel.”
Stephanie Hood, Executive Director, Hemenway & Barnes

Mattern Leads Strategic Outsourcing for AmLaw 25 Firm, Lowering Costs and Enhancing Services Copy Copy Copy

To elevate service quality and secure more competitive pricing, this global AmLaw 25 firm needed to refresh more than a decade-old outsourcing model across multiple administrative and support functions. Mattern partnered with the firm to restructure leadership, optimize staffing, and integrate technology, ultimately delivering savings of more than 10% and reducing off-site facility costs by 71%—all while strengthening vendor accountability and aligning operations with the firm’s long-term strategic goals.

A PilotLegis Member Firm Streamlines Off-Site Records and Establishes Firmwide Information Governance

This PilotLegis member firm engaged Mattern to address two interconnected risks: a growing off-site records footprint and the absence of a firmwide information governance framework. By pairing a historical records cleanup with practical IG policy development, the firm took a disciplined approach to reducing legacy paper risk while establishing clear, defensible practices for the future. The result was a coordinated strategy that delivered immediate cost and risk reduction while setting the foundation for long-term governance maturity.

Mattern Revamps Nonprofit’s Off-Site Records Program, Cutting Storage Costs by 82%

There is a way out.

Typically, Mattern works with law firms but when a former client called from their new role at a nonprofit and asked for help with a long-troubled off-site records program, Mattern didn’t hesitate. The nonprofit organization had tried for years to improve the situation without success. Mattern stepped in to deliver clarity, competition, and control.

Strategic Scanning Initiative Enables Seamless Office Move for National Law Firm

A national law firm preparing for a major office relocation needed a structured, defensible way to reduce its physical records footprint without disrupting attorney workflows. Mattern designed and managed a comprehensive scanning initiative that aligned with the Firm’s information governance objectives and ensured all work was completed before the move. The result was a streamlined transition that strengthened long-term records management practices.

Future-Ready Legal Operations: How Mattern Helped a Leading Law Firm Optimize Outsourcing, Technology, and Governance

To stay ahead of shifting demands, this California-based NLJ 500 firm needed to align its outsourcing, equipment, and information governance practices with a hybrid work environment. Mattern helped the firm optimize operations, strengthen policy, and secure long-term stability across 12 offices—all while recovering the full cost of the engagement.

A prominent Boston-based law firm undergoing an administration transition identified a pressing need: many of its vendor contracts supporting office and administrative services had not been reviewed in years. The new administration recognized that they lacked both the in-house expertise and bandwidth to evaluate and renegotiate these agreements effectively.

MatternPILOT in Action: Total Savings of 34% and Better Yet, Proper Contract Management

Like so many firms, the Firm had boxes of paper records that hadn’t been touched in years. The attorneys responsible had retired or moved on, and the boxes of records lay idle.

Mattern Assists Law Firm in Unraveling Decades of Paper Records and Rebuilding Information Governance Strategy

The procurement of office supplies is back to pre-pandemic levels and firms are once again looking to optimize their spend. After years of decline due to hybrid work and the shift to digital output, the overall dollar spend is back, or in some cases, exceeding pre-pandemic levels.

AmLaw 200 Firm Streamlines Procurement and Saves 43% on Office Supplies

Establishing and maintaining a successful contract negotiation is a situation in which there needs to be two winners, not a winner and a loser. While every firm wants to procure the best contracts through informed negotiation, it is also important to preserve the long term, industry relationships with the vendors. You’ve got to pick the competitors wisely, and you must know the best practices in your region. To that end, there’s a great deal of strategy involved in an Open RFP; one might say an art.

Prominent IP Law Firm Achieves Win-Win & 10 Year Contract with Open Off-Site Records RFP

With more than 1,100 lawyers and consulting professionals in 24 offices worldwide, this firm is a leading business and litigation practice with global reach. As is the trend with many successful large firms, this particular one had undergone a merger in 2009 with an established Atlanta-based firm.

National Firm Gains 33% Reduction in Permanent Withdrawal Fees and 22% Monthly Savings on Outsourcing Contracts in Dual RFPs

Best Best & Krieger, LLP is a 180-attorney law firm that has been in business for more than a century. The firm has grown to include several dynamic practice groups across eight offices throughout California.

Mattern & Associates Spearheads Vendor Consolidation, Achieves 23% Monthly Savings in Support Services for Best Best & Krieger

Established in 1891, Best Best & Krieger (BBK) is a highly regarded, full-service law firm of over 350 professionals, including more than 200 attorneys across nine offices in California and in Washington, D.C. Maria D’Aquila is the firm’s Operations Manager.