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Mattern Establishes Information Governance Program and Restructures Off-site Records Storage Contracts to Ease Destruction and Improve Costs for a 28% Savings

Headquartered in the Midwest, this 193-attorney law firm with 9 offices had just completed a
conversion to Thomson Reuters’ 3E. The next hurdle for firm leadership was the deployment of an
Information Governance (IG) program addressing both their paper and electronic records as well as
improving the firm’s off-site records storage contract. After meeting Rob Mattern at an industry
show and attending a number of Mattern information sessions focusing on implementable IG
polices and retention schedules, the firm selected Mattern to lead the analysis.

BACKGROUND
Headquartered in the Midwest, this 193-attorney law firm with 9 offices had just completed a
conversion to Thomson Reuters’ 3E. The next hurdle for firm leadership was the deployment of an
Information Governance (IG) program addressing both their paper and electronic records as well as
improving the firm’s off-site records storage contract. After meeting Rob Mattern at an industry
show and attending a number of Mattern information sessions focusing on implementable IG
polices and retention schedules, the firm selected Mattern to lead the analysis.

PROCESS
Mattern began the project by assessing the firm’s current workflow, document management system
(DMS), and gathering locations of both paper and electronic records. In addition, Mattern
consultants conducted interviews with a cross-section of roles across the firm from top leadership to
legal administrative assistants to office managers.

Also, as part of the initial evaluation, the firm’s off-site holdings and annual spend were
benchmarked against the market with the aim of reducing their overall spend in off-site records
storage and improving the terms and conditions, while consolidating their contracts.
Here, Mattern recommended a competitive RFP process to the three incumbent service providers to
drive the best overall pricing and terms, and to include shredding in the RFP.

RESULTS
Using Mattern’s experience and knowledge of information governance (IG) best practices, current
data regulations, and risk mitigation, Mattern consultants made the following recommendations
based upon the thorough analysis of the firm’s IG needs:
• Identify IG Steering Committee members to review, fine-tune, and endorse IG policy
components.
• Appoint an Executive Sponsor to approve the policy with information retention and
compliance measures
• Consider 3rd party retention schedule research/subscription services
• Update language in client engagement and matter close letters
• Assign file naming convention project to select Steering Committee members and/or practice
group representatives to standardize nomenclature
• Update end user resources in support of IG policies and sanctioned use of firm systems in
training collateral
• Formally market and launch new IG framework, expectations, and incentive program

For the firm’s off-site holdings, after reviewing responses and conducting interviews with all the
service providers, the firm elected to renew its off-site storage agreement with the incumbent for a
10-year term and expand this partnership to include inventory in two of their satellite locations.

The results were an overall reduction in costs of 28%, fixed pricing, minimum storage requirements
that allow for destruction and a defined account termination process.

The firm’s Information Governance Manager gave Mattern an NPS score of 10 and commented:
"The review and recommendations that Mattern provided are very helpful and will help my
firm drastically improve our information governance policies, procedures and practices. I
look forward to continuing to work with Mattern on the actual implementation of those
recommendations."

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

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.

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.

Mattern’s Phase III Contract Compliance Program Achieves Maximum Value for Best Best & Krieger’s Office Supplies Contracts

This 320 attorney, AmLaw 200, Houston-based firm was in the throes of implementing a “work-cell” environment for their secretaries per practice area. The restructuring of staff and office layout required a different output strategy to be deployed in order to provide the tools and technology within close proximity to the work-cells, while also looking to reduce expenses. However, the firm had several expiration dates for their existing multi-function devices, requiring a creative plan for addressing replacements that also substantially improved the convenience and efficiency for the new work-cell environment.

AmLaw 200 Firm Shifts to Work-Cell Environment, Captures 24% in Cost Savings while Substantially Improving Operational Efficiency

This AmLaw 200, Chicago-based firm had taken advantage of outsourcing methods over the last couple of years; however, its current outsourcing and equipment contract was soon to expire. Since the firm renewed with the incumbent vendor the previous five years, they were interested in learning what other service bureaus were providing in the outsourcing marketplace. The firm also desired to determine whether they were staffed appropriately and operating under industry best practices and service levels with competitive pricing.

Chicago-based Firm Improves Workflow and Achieves 33% Annual Savings

This 250 attorney, Am Law 200, Washington D.C.-based firm had specific areas in which it was struggling; in particular, they were finding it difficult to keep current with technology, flexing to meet demand, and recovering costs for the internal systems and storage related to litigation support services (e-Discovery).