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!!!

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

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.

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).

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)

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

JMerrifield@fdh.com

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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