InOutsource

Discover the Benefits of Integrated Records Management

When your clients’ and firm’s data is properly retained and archived, you’ve mitigated considerable risk at the same time that you are letting attorneys work more efficiently. You are compliant with ethical obligations to manage client information and you are prepared should any legal action arise.

InOutsource is keenly aware of these benefits, while taking a hands-on approach to addressing clients’ records management needs. Our professionals are committed to ensuring all clients are completely satisfied. We provide consultation and support along with the openness and flexibility needed for success.

Learn more about our service offerings:

• Records and Information Management
• New Business Intake and Conflicts Processes
• Approach and Methodology

Records and Information Management

Law firm and corporate legal department records management is more than managing physical client-matter files. It is about building a foundation to consistently manage, access, and store information.

InOutsource takes a lifecycle approach to records and information management, recommending efficient, effective and legally compliant solutions for handling client-matter information from new business intake and file creation through to final disposition. We consult with you first to understand your unique business issues to provide you with:

• Procedures and policies for managing client-matter information and records
• Requirements for choosing records and document management system
• Classification schemes and naming standards to consistently identify and manage information across disparate repositories
• Strategies for handling client information during law firm mergers

New Business Intake and Conflicts

InOutsource will review your firm’s or department’s entire process for opening a new matter. We look at the current requirements and the steps taken to ensure that all new matters are screened for potential conflicts in accordance with firm policies. We assist in balancing the need to efficiently open matters for billing with the firm’s goals for choosing appropriate matter representations. We’ll provide:

• A redesigned business process for managing new business intake process
• Project management, design and implementation support for conflicts and workflow software
• Policies and procedures that mitigate risk associated with new matter process, developed by working with the firm’s risk management attorney or general counsel

We also provide advice and policy development for dealing with records associated with lateral moves, whether the attorney is moving into or away from your firm. We are experienced in developing client intake and conflicts check systems for lateral hires, and systems to review and authorize release of files to departing attorneys.

Our Approach and Methodology

We understand every organization is at a different stage in their development of a records and information strategy. Our flexible approach enables us to address global issues affecting most law firms and corporate legal departments that result from geographically diverse legal teams, risk management concerns and inconsistent information management systems, policies and procedures. We work closely with each firm’s or department’s executive management team to understand specific challenges and to implement legally compliant records management solutions.

Phase One

Analysis and Benchmarking

We begin our engagements with a comprehensive onsite analysis. We take the time to understand the people and steps involved in creating and managing client matter information and then review each process from a risk, efficiency and cost perspective. We will review your firm’s:

• Current file management policies, procedures and practices
• New matter intake procedures and workflow (conflicts, new matter creation)
• Technology platforms (existing and planned)
• Records and information management issues including:
  • E-mail and electronic records management
  • Inconsistent policies and procedures for managing physical and electronic files
  • Retention policies, procedures and schedules

Report

At the conclusion of our analysis, we present you with a customized report that provides the necessary framework to develop a long-term strategic plan to compliantly manage information.

Phase Two

Project Management and Implementation Support

Our project management and implementation services vary depending on each client’s need. Every project management engagement is client-specific, however some examples of ongoing project support that we provide include:

• Create a formalized, long-term project plan for managing information and records within a law firm or corporation, with a focus on the challenges of managing client/matter files
• Develop requirements and manage proposal process to choose records, document, conflicts and workflow systems
• Project management support for data mapping, systems implementation and customization (e.g. automated workflow, conflicts, records and document management)
• Develop retention policy procedures and schedules
• Educate attorneys on the importance of managing client-matter information in a way that protects the firm from risk and supports client needs
• Recruit and train records staff