rim in law firm environment
TRANSCRIPT
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ATTORNEYS AT LAW
RIM in a Law Firm Environment
HOW TO IMPLEMENT A SOLID RIM PROGRAM DESPITE THE ECONOMIC DOWNSWING
Jim Merrifield – Records Manager, Finn Dixon & Herling LLP
January 12, 2010
177 Broad StreetStamford, CT 06901-2048
T:203-325-5000F:203-325-5001
59 Elm Street, 2nd FloorNew Haven, CT 06510
T:203.848-6488F:203-325-5001
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ATTORNEYS AT LAW FINN DIXON & HERLING
Main Office – Stamford, Connecticut
42 Attorney’s
12 Practice Areas – M/A, Lending Hedge Fund, Commercial Litigation, Bankruptcy, etc.
2 administrators in Records Department
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ATTORNEYS AT LAW
Where We Were Challenges Business Drivers Program Today Lesson’s Learned Questions
AGENDA
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ATTORNEYS AT LAW Where We Were
Conflict Checking – MS DOS
Client/Matter Intake – manual process
Off-site Storage – limited electronic features
File Management – MS DOS
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ATTORNEYS AT LAW Where We Were
• IN THE STONE AGE!!!
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ATTORNEYS AT LAW
We Began To Dream Big…..
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ATTORNEYS AT LAW
Too Big
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ATTORNEYS AT LAW Fantasy RIM Software We wanted the best all-in-one Records Information
Management Software in the industry. Automate Intake & Conflict process Manage Physical & Electronic files RFID Control E-mail Imaging capabilities We wanted to make all these changes and implement them
Overnight!!
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ATTORNEYS AT LAW FDH TIMELINE
Research
2006 - 2007
Conflicts – 2/2008
ELF – 5/2008
Intake – 10/2008
Off-site Storage – 5/2009
File Management – 8/2009
2010Document Management
E-mail Archive Solution
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ATTORNEYS AT LAW
Economy RIM not a priority Upper Management not
educated in RIM Limited Resources – no
consultant/small staff Change “This is the way its always been”
CHALLENGES
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ATTORNEYS AT LAW
Business Drivers
Manual processes were very time consuming
Inconsistent data being entered into various databases = High Risk
MS DOS database going to crash Missing Files COST! COST! COST!
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ATTORNEYS AT LAW Conflict Database Rainmaker Platinum 8.0 Ability to make relationships between
client/matters and/or parties. Robust Search Options – phonic, fuzzy,
synonym, stemming Search – contacts, addresses,
marketing, specially designated national Report features
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ATTORNEYS AT LAW Conflict Database
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ATTORNEYS AT LAW Client/Matter Intake Automated the process using Microsoft Outlook Records Department e-mails all intake docs. to the
Intake Committee Intake chooses to either “Accept” or “Reject” using
the voting buttons This new process has streamlined the intake process
and reduced interruption in lawyers day to day activities = increased productivity
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ATTORNEYS AT LAW Client/Matter Intake
Intake Documents – attached in email to committee
Completed New Client/Matter Request Form
Conflict Search Results (with completed conflict response list)
Engagement Letter
Aged WIP report, Aged A/R report
Completed New Client/Matter Intake Committee Approval Form
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ATTORNEYS AT LAW Client/Matter Intake
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ATTORNEYS AT LAW Client/Matter Intake LESS TIME PERFORMING
ADMINISTRATIVE TASKS
+ INCREASE BILLABLE
HOURS_______________________
= HAPPYLAWYERS!!!
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ATTORNEYS AT LAW Off-site Storage Dupont Business Archives – Southington Lawyers need information at their finger
tips Scan-on-demand – converts hard-copy
records into a digital image and sends to FDH via e-mail as an PDF.
Shredding End Result – received documents faster
and at a lower cost
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ATTORNEYS AT LAW File Management FileTrail – manage all our hard-
copy records. Records 50% more productive –
by automating our file creation process
Automating the check-in/check-out process using barcode technology – fewer missing files.
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ATTORNEYS AT LAW File Management
Ability to apply our retention schedule to all records to insure timely destruction
Audit Trails
Integrates with our off-site storage vendor
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ATTORNEYS AT LAW File Management
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ATTORNEYS AT LAW ELF
• What is ELF ?
• ELF is an records management initiative of ARMA International to promote the use of letter sized paper in order to minimize costs associated with creating and filing the larger documents.
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ATTORNEYS AT LAW ELF
• What are some Benefits of ELF?Reduce costs by eliminating the need to purchase file
supplies & equipment to accommodate multiple paper sizes.
Reduce inefficiencies associated with files containing multi-size documents (e.g. it is often difficult to find letter-sized records inter-filed with legal-size records).
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ATTORNEYS AT LAW ELF
Reduced accommodation costs by reducing the amount of floor space required to store records on-site & off-site.
Reduce paper consumption
Reduce mailing costs (letter-size paper is 21% smaller and 24% lighter than legal-size paper)
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ATTORNEYS AT LAW Program Today
Client/Matter Intake – Microsoft Outlook Conflict Checking – Rainmaker 8.0 File Management – FileTrail Off-site Storage – Dupont Business
Archives ELF – eliminate Legal Files
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ATTORNEYS AT LAW Results Lawyers & Upper Management are educated
on importance of RIM
Out of the STONE-AGE
Controlled Databases
Records is more efficient & productive – doing more with less (2 administrators)
Saved $ (consultant fees, staff, etc.)
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ATTORNEYS AT LAW FDH TIMELINE
Research
2006 - 2007
Conflicts – 2/2008
ELF – 5/2008
Intake – 10/2008
Off-site Storage – 5/2009
File Management – 8/2009
2010Document Management
E-mail Archive Solution
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ATTORNEYS AT LAW Lessons LearnedCommunicate with IT – talk their language – if
you do they will be your best resource
Changes do not happen over night – be patient
Educate, Educate, Educate
Take advantage of resources provided by ARMA, AIIM, ILTA, ALA, etc.
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ATTORNEYS AT LAW
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ATTORNEYS AT LAW
Jim Merrifield
Finn Dixon & Herling LLP
(203) 325-5000
THANK YOU!
177 Broad StreetStamford, CT 06901-2048
T:203-325-5000F:203-325-5001
59 Elm Street, 2nd FloorNew Haven, CT 06510
T:203.848-6488F:203-325-5001
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