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Mattern Helps Orrick, Herrington & Sutcliffe LLP, Improve Outsourced Administrative Services Including Resource Center & Document and Word Processing Agreements

Based on the West-Coast, Orrick, Herrington & Sutcliffe LLP is an Am Law 50 firm who had been in a long-term relationship with two vendors for outsourcing and document processing services provided at its domestic offices. One of the vendors provided services for the majority of the firm’s offices, including traditional outsourced services (production, mail, hospitality, office services, supplies services, and reception), word processing, transcripts services, an administrative resource center (ARC), and multifunction devices (MFDs). The second vendor provided services at two of the firm’s offices for traditional outsourced services and MFDs.

OPPORTUNITY
Based on the West-Coast, Orrick, Herrington & Sutcliffe LLP is an Am Law 50 firm who had been in a long-term relationship with two vendors for outsourcing and document processing services provided at its domestic offices. One of the vendors provided services for the majority of the firm’s offices, including traditional outsourced services (production, mail, hospitality, office services, supplies services, and reception), word processing, transcripts services, an administrative resource center (ARC), and multifunction devices (MFDs). The second vendor provided services at two of the firm’s offices for traditional outsourced services and MFDs.

A review of the relationships revealed that the firm was overall pleased with the service performance. However, the firm felt it needed to address its overall financial and contractual situation to ensure terms and conditions were the most competitive on the market and in line with peer firms.

In addition to benchmarking contract competitiveness against the market, the firm desired to increase efficiencies, improve pricing and terms, refresh its MFD fleet, look at alternative pricing models, and find any gaps between current and best practices. Another of the firm’s objectives was to review the MFD equipment. Thus, the focus of the Mattern process was to analyze the current situation and educate the firm on its findings and best practices.

SOLUTION
Orrick, Herrington & Sutcliffe engaged Mattern to do a comprehensive review of services provided by the two vendors for its domestic offices.

Mattern performed a complete assessment of MFD equipment and traditional services at each of the firm’s vendor-staffed offices – ten locations in all. In addition, Mattern did an on-site assessment of the firm’s word processing, ARC, and transcripts services at the off-site location where those functions were housed. Mattern’s review included a comprehensive review of the outsourcing vendor’s MFDs, staffing levels, workflows, and processes at all locations.

Mattern interviewed firm and incumbent vendor staff to document all aspects of operations from execution to overall impressions regarding their success or lack of success. Based on this evaluation, and utilizing its industry knowledge, benchmarks, and long history with law firm operations, Mattern made several recommendations for the firm’s consideration.

Mattern recommended staffing and operational improvements in each office to increase efficiency. Amongst the items that Mattern recommended for traditional services and equipment were possible headcount reductions equating to (25.4%) in overstaffed offices as well as process improvements such as improved hours of operation and right-sizing the MFD fleet.

For word processing, ARC and transcription services, Mattern noted that pivoting away from an hourly rate model for document processing to a fixed management fee could reduce the firm’s costs by 29.5%. Mattern also recommended contractual improvements to bring the firm up to the standards of contemporary contracts as the current contracts were lacking in a few key areas.

RESULTS
After a detailed review of the Mattern report, Orrick, Herrington & Sutcliffe engaged with their incumbent vendor to renew the current services at improved pricing and terms.

Client Comment: “Mattern’s benchmarking and analysis of our outsourcing contract was invaluable. Mattern’s work armed us with the necessary market information to be able to drive a much more competitive renewal and feel comfortable that the negotiations with our current vendor led to a good competitive outcome without needing to take this out to a full competitive bid process.” – Kevin Cash, Former Chief Financial Officer, Orrick, Herrington & Sutcliffe, LLP

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.