The Challenge

Every organization experiences growing pains. This firm had undergone significant growth and the organization of their records was not keeping pace. They did not have a records management policy, retention schedule, a consistent process for managing paper files or any electronic system to help track the files. Procedures varied from office to office. Files were getting lost, misplaced, and were hard to find. Attorneys found it difficult to find client files when needed. That interfered with client responsibilities and the firm's desire for increased responsiveness.

The records problem was further exacerbated because duplicate files existed. They needed to determine which files actually were valid records and enter them into a database.

This process was necessary so irrelevant copies could be destroyed or taken out of the file room to make room for valid files.

The firm needed to get its records organized so less time was wasted searching for documents and more time spent focusing on the core business of providing legal advice and expertise to clients.

The Solution

Océ Business Services began work with the client's Washington D.C. office. We began by cataloging the firm's paper records, labeling the paper files with text and barcode labels and scanned them into a database. Océ then developed a Records Policy and Procedures manual. This policy was rolled out to all the offices to provide consistent records management guidance and procedures. As part of the implementation, Océ deployed a Records Management professional to assist departments and attorneys with the new records management procedures. This made the transition to a tighter records policy more palatable for those familiar with the old manual system.

With the paper files labeled and corresponding metadata stored in the records database, Océ then linked this new records database to Hummingbird LegalKEY®–a practice management support information management tool. LegalKEY® became the central records/file search and retrieval tool used by all staff. LegalKEY® was installed on each desktop. Now for the first time anyone in the firm could search for a paper file (client or firm) and know where they could go to get it. As part of making the electronic system open and accessible to all, Océ configured user rights and privileges providing search and view/read, write/edit, or administration rights depending on the person's needs.

Océ also upgraded the file rooms. New self-checkout stations were installed using bar-code technology. A color-coded file-labeling scheme was implemented to aid file retrieval and to minimize misfiling.

The Result

By developing and deploying a professional records-management program for the law firm, Océ:

• Significantly increased efficiency of the records process and reduced the amount of time required to search and locate files the equivalent of one FTE.
• Provided a clear retention policy and schedule for client and firm records
• Saved $27,000 the first year by managing the procurement of folders, pressboards and redwelds
• Océ's records management program and procedures implemented in Washington, DC are being deployed in the rest of the law firm's offices