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

2. 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

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

4. © Husch Blackwell LLP Large Firm Records Management

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

6. Consistency Software

7. Consistency Supplies

8. Consistency Policies & Procedures Off-Site Storage Retention

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

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

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

12. Large Office Norms Centralized Records Center

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

14. 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

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

16. © Husch Blackwell LLP Small Office Records Management

17. Challenges Less Space Less Staff Different Culture

18. 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

19. © Husch Blackwell LLP Jefferson City

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

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

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

23. 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

24. Now : Similarities Centralized Area

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

26. 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

27. © Husch Blackwell LLP Questions?

28. © Husch Blackwell LLP Jordan Ockerman Husch Blackwell 4801 Main Suite 1000 Kansas City, MO 64110 816-983-8864