What could this look like at your firm?

OPPORTUNITY
At the beginning of the engagement, Mattern collaborated closely with the firm to understand their objectives, which included:
- Developing a cost-effective strategy to reduce or eliminate storage expenses
- Consolidating service providers
- Resolving destruction terms in Off-site contracts
- Improving overall contract terms
- Addressing the firm’s relationship with Iron Mountain

Using Mattern’s proprietary Mattern Method® Benchmark, the firm’s current costs were compared to industry standards, revealing significant savings. Based on this, Thompson Coe requested Mattern to manage the Request for Proposal (RFP) process, understanding that competition could drive down costs. Proposals were requested from two incumbent providers; the third provider was unwilling to adjust its pricing or terms.

SOLUTION
After reviewing the proposals and conducting interviews, Thompson Coe chose to consolidate their entire records inventory with GRM under a 7-year contract, resulting in significant cost savings. Concurrently, Mattern negotiated a settlement with Iron Mountain, the provider holding the largest portion of the firm’s inventory. After eight months of attempts by the firm to resolve the matter independently, Mattern successfully secured a favorable settlement.

RESULTS
Mattern helped the firm negotiate more favorable contract terms, including a much-needed destruction allowance that was critical to the firm’s strategy. The new contract also introduced detailed penalties for delays in orders, deliveries, and pickups, further protecting the firm.

Over the new 7-year contract, Thompson Coe will realize a 16% reduction in costs, with Mattern’s fees entirely offset by the savings generated. Mattern continues to oversee the firm’s invoicing and contract compliance, ensuring seamless records consolidation and management of destruction allowances during the first year.

Thompson Coe’s COO, Michael Anthony, commented on the successful outcome: "Mattern was excellent. Very good outcome and deliverables. Made great strides with the Off-site storage contract and planned destruction of boxes/records."

The Firm has requested that Mattern stay involved in the engagement through the seven (7) years of the contract. This is considered Mattern’s Phase III which involves the monitoring and maintenance of the contract as well as monthly invoice review. Mattern’s oversight ensures that the contract is being adhered to and the Firm is taking full advantage of all negotiated terms with the goal of making the relationship with GRM as successful as possible.

Shane Daugherty, Manager of Records/Conflicts, recently provided feedback on the project’s Phase III giving Mattern an NPS of 10 and commenting: "Mattern knows the business with the issues created by off-site storage vendors. They took the ball and ran with it, meeting all their target dates. The process has been smooth and easy. Mattern walked us through the whole process and kept us informed. All steps were explained, and all questions were answered in detail. Even after the contracts were signed, Mattern follows up monthly with the invoices, verifying they are accurate and adhere to the contract."

Mattern is proud to have helped Thompson Coe achieve their goals and secure a more efficient and cost-effective off-site records solution.