This document summarizes a presentation about how Records Management and RFID file tracking solutions have helped Poyner Spruill by increasing partner productivity, streamlining business processes, and providing defensible and consistent records management. It discusses how RFID and file tracking software can help locate files in real-time, detect sensitive files leaving areas, and find lost files quickly. The presentation also demonstrates the solutions for a law firm and shows Poyner Spruill's implementation of the combined Records Management and RFID solution to address their specific challenges.

1. MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

2. Session Objectives
Learn how Records
Management and RFID file John Rommel
tracking solutions have Sr. Manager, RFID , Motorola
helped Poyner Spruill:
Tom Pemberton
1. Increase partner productivity VP of Marketing, FileTrail
and enhance client service
2. Streamline business Brad Davis
processes Director of Records and
3. Provide defensible and Information Management,
consistent records Poyner Spruill
management
Jim Petty
VP of Alliances, FileTrail
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

3. Information Management Challenges
• The “paper problem”
• Significant volume - documents and files are the primary work product
• Active files move around and are used by many
• Managing documents off-site can be challenging
• Audits consume time and resources better spent elsewhere
• Compliance issues
• Managing documents according to their retention schedule
• Defensible and consistent disposition
• Enforcing RM and privacy policies
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

4. What If You Could…
• Streamline audits and know where
files are in real-time?
• Detect when sensitive files leave
designated areas?
• Locate lost files in minutes rather than
recreating content?
• Provide knowledge-workers better
solutions that allow them to help
themselves?
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

5. Today’s Presentation
• Introduction to RFID
Tracking technology, providing the foundation for the solution
• Records Management and File Tracking Software
Location intelligence, RM and end-user features to deliver a complete
solution
• Real-world Experience
Learn how Poyner & Spruill, LLP selected and deployed their solution
and discuss the results achieved
• Q & A
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

6. John Rommel
Sr. Manager, RFID Channel
Motorola
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

7. RFID – What Is It?
• Radio Frequency IDentification
• RFID is a technology that identifies objects using
low-power radio frequency technology. RFID
provides a wireless extension of the network to
physical objects.
• “The internet of things”
• Used today in many places
• “EZ Pass” toll roads
• Smart credit cards
• Access control
• Numerous industrial uses
• Allows for quick reading of multiple items
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

8. How It Works
Radio command signal issued from reader
Host Computer Modified signal containing data returned
Reader
164B28F34
Antenna
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

9. RFID vs Bar Codes
• No Line of Sight Required
• Reads 100’s of Items Simultaneously
• Read & Read/Write Capabilities
• “Automated” Reading – can read without human
intervention
• Higher memory capacity
• More Secure – hard to counterfeit
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

10. Motorola RFID At A Glance
• Motorola is the leading provider of RFID components and we
work with cutting edge software companies like FileTrail to
deliver complete solutions
• Largest product portfolio • Ranked the leading RFID vendor
• Over 300 Combined RFID-Centric by Gartner, ABI and others
Patents • Most RFID readers sold industry
• Leader in Deployed RFID with wide
Deep Vertical & Application
Experience
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

11. Tom Pemberton
VP, Marketing, FileTrail
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

12. FileTrail Overview
 Over 400 clients using
records management
software and item
tracking solutions
2000
1800
1600
 Over 1,800 sites 1400
leveraging real-time
1200
1000
1834
RFID tracking 800
600 1298
400 676
200
20 220
0
2005 2006 2007 2008 2009
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

13. Solutions for Law Firms
• Purpose-built RM solution with industry specific
functions
• Client-matter organization
• Full lifecycle management
• Optimized RFID for “front office” deployments
• Partner with leading RFID vendors
• Scalable middleware manages ethernet-based RFID
• Support for full real-time coverage or mobile ad hoc tracking
• Scalable solution – easy to start and expand
• Related integrations and technologies
• SharePoint 2010
• Client-matter synchronization
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

14. Demonstration
Attorneys and staff search and request needed files
• What exists
• Where is it
• Self-service
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

15. Demonstration
Streamline record creation and labeling
• Barcode and color code
• Less labor
• Standardized
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

16. Demonstration
Manage file room operations
• Save labor
• Reduce errors
• Automate archiving
• Reconcile bills
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

17. Demonstration
RFID allows passive tracking with RFID sensors
• Cubicles
• Doorways
• Returns counter
• Self-checkout
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

18. Demonstration
RFID allows passive tracking with RFID sensors
• Cubicles
• Doorways
• Returns counter
• Self-checkout
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

19. Demonstration
RFID allows passive tracking with RFID sensors
• Cubicles
• Doorways
• Returns counter
• Self-checkout
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

20. Demonstration
RFID allows passive tracking with RFID sensors
• Cubicles
• Doorways
• Returns counter
• Self-checkout
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

21. Demonstration
RFID provides power tools on a portable platform
• Streamline audits
• Detect missing files
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

22. Demonstration
RFID provides power tools on a portable platform
• Streamline audits
• Detect missing files
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

23. Brad Davis
Director of Records and
Information Management,
Poyner Spruill
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

24. Who is Poyner Spruill?
• 125 Attorney Law Firm based in North Carolina
• Offices in Raleigh, Charlotte, Rocky Mount, Southern
Pines
• Broad range of Practice Areas
• Records and Information Management Program started in
2006
• Implementation of Automated Records Management
program and practices in 2008
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

25. Poyner Spruill
Why RFID?
• “Wouldn’t it be great if?”
• The Myth, the legend is true!
• Make it happen!
• Barcoding was a great step but it wasn’t enough
• Location Audit Scans of barcoded files is time consuming
• Limited staff made keeping up with scanning difficult
• Locations consistently out of date
• Attorney/Secretary/Paralegal compliance was iffy
• Not consistently utilizing check in and check out functions
• Missing files
• Excessive attorney/staff time looking for missing files
• Decrease in confidence of RIM system
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

26. Poyner Spruill Solutions
• Hire Additional Staff
• Consider all the needs of added employees over time
• Consider RFID file tracking system
• Consider all the pluses of NOT adding additional staff
• Continue to operate in current state
• Outdated locations
• Missing files
• Dissatisfied attorney/staff
• Dissatisfied clients
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

27. Poyner Spruill Solution Approach
Combining Records Management with RFID file tracking
creates a leveraged benefit:
• ARMS without RFID limits capabilities. Adding RFID increases efficiency and
creates more real time file tracking. With the addition of passive systems
over time all employees will take an active part in RIM functions rather than it
being all left to the RIM department.
• RFID without ARMS can help track items but without intelligence. Adding
ARMS allows for detailed file information and categorization, multi-volume
associations, file retention management and policy enforcement.
Records Management RFID File Tracking
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

28. Critical Solution Capabilities
Records Management RFID File Tracking
 Consistent records  Real-time le
creation standards location tracking
 Retention  Perimeter
management monitoring
 File room  Check-out
management validation
 Policy de nition  Chain of Custody
 Disposition visibility
 Reporting and  Streamline
audit tools inventory and
audits
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

29. Poyner Spruill Solution Details
• Scope of the solution
• Raleigh office (largest);
• First Tier
• SmartPad and Motorola MC3090-Z
• Deployment approach
• Back-conversion
• Tagging was simple and quick
• Minimal human resource needed
• Rollout and training
• Minimal training needed
• Blind to Attorneys/Secretaries/Paralegals at this level
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

30. Poyner Spruill Results
• Improve Attorney/Staff Productivity
• Location Audit Scans can be performed in a fraction of the time
• Can be performed more often
• Self-service for un-staffed file rooms
• Locate lost or misplaced files quickly
• Enhance Client Retention
• Instant access to records ensures fast response to client
• RFID provides a position of technology leadership
• Implement Records Management “Best Practices”
• Improve compliance
• Standards and standardization
• Reduce firm-wide risk
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

31. Poyner Spruill What’s Next
• Where they see the solution evolving:
• Implementing additional RFID Locations beginning this month
• Rocky Mount
• Charlotte
• Implementation of additional passive tracking devices in the Raleigh
office
• Goal is to have totally passive office tracking
• How will firms need to react in the future – what
challenges will be present
• Increasingly strict Compliance Guidelines
• Increasing demand from clients
• Keeping up with the Jones’
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.

32. Questions ?
For more information:
jpetty@filetrail.com
MOTOROLA and the Stylized M Logo are registered in the US Patent & Trademark Office. All other product or service
names are the property of their respective owners. © 2010 Motorola, Inc. All rights reserved.