© Husch Blackwell LLP Large Firm Records Management in a Small Office Jordan Ockerman Records Supervisor Husch Blackwell, LLP September 2010

Main Topics How do you manage Records & Information in a large company? –Support –Important Concepts –Standards How do you make that program work in a smaller office? –Support –Maintain program standards –Flexibility

Husch Blackwell Missouri-based Law Firm 2008 Merger 600+ attorneys 13 offices –2 Large –4 Mid-Size –7 Small

© Husch Blackwell LLP Large Firm Records Management

Management Support Upper Management –As high up as you can go –Cost Benefit Analysis –Commitment to Provide Resources –Commitment to Program

Consistency Software

Consistency Supplies

Consistency Policies & Procedures Off-Site Storage Retention

Know What You Have Consistent Identification –Same Place –Same Titles – Folders & Documents

Know What You Have Shared Work –Between employees, department, offices Legal Compliance –Sarbanes Oxley & HIPAA –Legal Hold, Ethical Wall –Litigation Disaster Recovery

Avoid Duplicative Work Identify proper resources for workflow Choose a medium –Physical v. Electronic

Large Office Norms Centralized Records Center

Large Office Norms Files Requested to be Delivered –By Phone, , or RMS request

Large Office Norms Files Delivered within 2 Hours Loose Filing Completed in 2 Days –Clerks divided by number range or department New Files Created in 1 Day

Large Office Norms Staffing –Supervisor/Manager –Coordinators –Analysts –Retention Analysts –Archivists –Clerks –Technician –Courier

© Husch Blackwell LLP Small Office Records Management

Challenges Less Space Less Staff Different Culture

Support Upper Management –President, Vice President, Chief Officers Local Management –Office Administrators, Department Chairs As Many People As Possible!! –People are much more willing to cooperate with a friendly face or voice –Learn About Their Culture –Solicit Feedback

© Husch Blackwell LLP Jefferson City

Pre-Merger Created own Records System Indexed files for archiving Each attorney/secretary kept their own Several Copies Decentralized

Goals 1. Index all material into RMS 2. Start using same folders 3. Centralized Records Room

Getting Support Office Administrator Office Managing Partner Upper Management –Already established program should be firm- wide –Thumbs up for finances Meetings with attorneys & staff

Now : Similarities All files indexed into RMS –Staff & Attorneys can access –New folders created in RMS –Circulate files to requestor Centralized File Room –Converted large office

Now : Similarities Centralized Area

Now: Differences Records Liaison No Deliveries Requestors Circulate Files to Themselves Folders Created in Omaha

Other Variations Omaha –1 Clerks, 1 Analyst – All jobs –No Delivery Schedule –Easy Access for Customers Phoenix –No onsite support – Attorney Liaison –50% Electronic –Same supplies, use RMS

© Husch Blackwell LLP Questions?

© Husch Blackwell LLP Jordan Ockerman Husch Blackwell 4801 Main Suite 1000 Kansas City, MO