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Mattern Turns Offsite Records Contract Renewal Into Significant Win for Global 100/Am Law 100 Firm, Incumbent Pays Fees

This Global 100/Am Law 100 firm has 700 attorneys and 13 domestic offices and had previously engaged Mattern to negotiate the firm’s offsite records contract, achieving solid results; however, when it came to renewal time, the firm’s long-standing provider proposed an increase in storage and service costs of up to 13% each year of the new term—an offer leadership felt could be better.

OPPORTUNITY
This Global 100/Am Law 100 firm has 700 attorneys and 13 domestic offices and had previously engaged Mattern to negotiate the firm’s offsite records contract, achieving solid results; however, when it came to renewal time, the firm’s long-standing provider proposed an increase in storage and service costs of up to 13% each year of the new term—an offer leadership felt could be better. Based on the firm’s previous success with Mattern, leadership again reached out and engaged Mattern to lead this new negotiation. In association with this negotiation, the firm also retained Mattern to develop their information governance policy and retention schedules.

The objectives of the project were as follows:
- Aggressively reduce offsite records storage destruction costs to place more focus on information governance objectives
- Improve the overall offsite records storage pricing and terms from the proposed 13% renewal increase
- Consolidate rates to a universal price structure rather than bi-furcated location-specific pricing broken down between New York City and the rest of the firm
- Make this the last offsite contract the firm signs

PROCESS
Mattern performed a comprehensive review of the firm’s offsite records operations and proposal from the incumbent provider. Based upon its evaluation and utilizing its industry knowledge and benchmarks, Mattern made key recommendations, which included:
- Open the renewal process up to multiple service providers in order to obtain the most competitive pricing for storage and services
- Negotiate destruction allowances and reasonable rates for both destruction and permanent withdrawal to align with Pillsbury’s information governance initiative
- Retain all favorable terms and conditions from the current contract
- Improve upon minimum storage allowances

Mattern structured an open Request for Proposal (RFP) which captured the relevant recommendations from the evaluation process. The RFP was sent to three (3) service providers including the incumbent.

Mattern and firm leadership reviewed responses from the three service providers and held interviews with each provider, in addition to requesting numerous rounds of pricing.

RESULTS
While the firm was presented with very competitive responses from the field of RFP respondents, firm leadership ultimately elected to remain with the incumbent provider on a new 10-year contract—but with significantly improved pricing and terms. This included a rate freeze that would save the firm 22% on costs over the life of the contract rather than the proposed 13% increase outlined in the renewal. Also included was the gradual elimination of permanent withdrawal fees which resulted in the firm saving an additional $325,000.

As for the icing on the cake, the firm received reimbursement of the Mattern RFP fee and the management of the contract for the next ten (10) years by the winning, incumbent vendor.

As to the cherry on top of the icing, Mattern identified an invoicing error where the incumbent vendor charged an increased storage rate based on a daily rate rather than the contracted monthly rate. Mattern was able to achieve a credit of $82,780.54 for the firm.

Leadership was pleased with the entire process and thrilled with the new contract that would better assist the firm in meeting its strategic and information governance goals.

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.

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.