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

© Husch Blackwell LLP

Large Firm Records Management in a Small

Office

Jordan OckermanRecords Supervisor

Husch Blackwell, LLPSeptember 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

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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, Email, 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

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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

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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

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Questions?

© Husch Blackwell LLP

Jordan Ockerman

Husch Blackwell4801 Main Suite 1000Kansas City, MO 64110

816-983-8864