RIM In Law Firm Environment

586 views
502 views

Published on

Published in: Business
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
586
On SlideShare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
5
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

RIM In Law Firm Environment

  1. 1. ATTORNEYS AT LAW RIM in a Law Firm Environment HOW TO IMPLEMENT A SOLID RIM PROGRAM DESPITE THE ECONOMIC DOWNSWING January 12, 2010 Jim Merrifield – Records Manager, Finn Dixon & Herling LLP 177 Broad Street Stamford, CT 06901-2048 T:203-325-5000 F:203-325-5001 59 Elm Street, 2nd Floor New Haven, CT 06510 T:203.848-6488 F:203-325-5001 1
  2. 2. FINN DIXON & HERLING ATTORNEYS AT LAW  Main Office – Stamford, Connecticut  42 Attorney’s  12 Practice Areas – M/A, Lending Hedge Fund, Commercial Litigation, Bankruptcy, etc.  2 administrators in Records Department 2
  3. 3. ATTORNEYS AT LAW  Where We Were  Challenges  Business Drivers AGENDA  Program Today  Lesson’s Learned  Questions 3
  4. 4. Where We Were ATTORNEYS AT LAW  Conflict Checking – MS DOS  Client/Matter Intake – manual process  Off-site Storage – limited electronic features  File Management – MS DOS 4
  5. 5. Where We Were ATTORNEYS AT LAW • IN THE STONE AGE!!!
  6. 6. ATTORNEYS AT LAW We Began To Dream Big….. 6
  7. 7. ATTORNEYS AT LAW Too Big 7
  8. 8. Fantasy RIM Software ATTORNEYS AT LAW  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!! 8
  9. 9. FDH TIMELINE ATTORNEYS AT LAW Research 2006 - 2007 Conflicts – 2/2008 2010 Off-site Storage – 5/2009 ELF – 5/2008 Document Management File Management – 8/2009 Intake – 10/2008 E-mail Archive Solution 9
  10. 10. ATTORNEYS AT LAW  Economy  RIM not a priority  Upper Management not CHALLENGES educated in RIM  Limited Resources – no consultant/small staff  Change  “This is the way its always been” 10
  11. 11. ATTORNEYS AT LAW  Manual processes were very time consuming  Inconsistent data being entered Business into various databases = High Drivers Risk  MS DOS database going to crash  Missing Files  COST! COST! COST! 11
  12. 12. Conflict Database ATTORNEYS AT LAW  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 12
  13. 13. Conflict Database ATTORNEYS AT LAW 13
  14. 14. Client/Matter Intake ATTORNEYS AT LAW  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 14
  15. 15. Client/Matter Intake ATTORNEYS AT LAW  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
  16. 16. Client/Matter Intake ATTORNEYS AT LAW 16
  17. 17. Client/Matter Intake ATTORNEYS AT LAW  LESS TIME PERFORMING ADMINISTRATIVE TASKS +  INCREASE BILLABLE HOURS _______________________ = HAPPYLAWYERS!!! 17
  18. 18. Off-site Storage ATTORNEYS AT LAW  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 18
  19. 19. File Management ATTORNEYS AT LAW  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. 19
  20. 20. File Management ATTORNEYS AT LAW  Ability to apply our retention schedule to all records to insure timely destruction  Audit Trails  Integrates with our off-site storage vendor 20
  21. 21. File Management ATTORNEYS AT LAW 21
  22. 22. ELF ATTORNEYS AT LAW • 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.
  23. 23. ELF ATTORNEYS AT LAW • 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).
  24. 24. ELF ATTORNEYS AT LAW 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)
  25. 25. Program Today ATTORNEYS AT LAW  Client/Matter Intake – Microsoft Outlook  Conflict Checking – Rainmaker 8.0  File Management – FileTrail  Off-site Storage – Dupont Business Archives  ELF – eliminate Legal Files 25
  26. 26. Results ATTORNEYS AT LAW  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.) 26
  27. 27. FDH TIMELINE ATTORNEYS AT LAW Research 2006 - 2007 Conflicts – 2/2008 2010 Off-site Storage – 5/2009 ELF – 5/2008 Document Management File Management – 8/2009 Intake – 10/2008 E-mail Archive Solution 27
  28. 28. Lessons Learned ATTORNEYS AT LAW Communicate 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. 28
  29. 29. ATTORNEYS AT LAW 29
  30. 30. ATTORNEYS AT LAW Jim Merrifield THANK YOU! Finn Dixon & Herling LLP (203) 325-5000 JMerrifield@fdh.com 177 Broad Street Stamford, CT 06901-2048 T:203-325-5000 F:203-325-5001 59 Elm Street, 2nd Floor New Haven, CT 06510 T:203.848-6488 F:203-325-5001 30

×