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Case Study: Information Governance at a Global Law Firm

Integrating Information Assets Following an Acquisition

The Opportunity

After acquiring a smaller law firm, our client—a global firm with over 40 offices— needed to manage all new documents and information assets in order to comply with their strict information governance and records management standards.

The Goal

To audit, digitally convert and organize all documents and files in a cost-effective manner that does not interrupt daily operations at the client law firm.

Results

A mass cleaning, conversion and organization of all files, saving the firm time—with easier document retrieval—and money—with reduced off-site storage costs.

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Opportunity

Special Counsel Information Governance was contracted by our client, a large global law firm with over 40 offices worldwide, after the acquisition of a mid-sized regional U.S. law firm.The firm required full integration of personnel, offices and information assets with no disruption to existing business operations at either organization.

Business Challenges

The paper records of the newly acquired firm required conversion to a digital format in order to comply with our client’s records management standards.

It was determined that a full audit and archival of approximately 15,000 boxes of physical records would be required to ensure compliance with our client’s records retention policy.

The staff of both organizations needed uninterrupted access to records during the conversion process, necessitating an especially detailed implementation plan.

Our Solution

The Special Counsel Information Governance team worked closely with our client’s general counsel and director of records management to design a scalable solution.The team, consisting of one records manager and three records analysts, was dispatched within one week of the client’s initial contact to begin completing the project. Special Counsel Information Governance digitized the existing paper records, reviewed the converted records to ensure compliance and archived or destroyed the physical records in accordance with the records retention policy.

Outcomes / Highlights

Special Counsel Information Governance provided immediate value to the organization by delivering a scalable solution that reduced costs and increased productivity with no interruption to the existing business.The application of a records retention policy allowed us to integrate information assets in accordance with updated compliance standards. Off-site storage costs were reduced when paper records were digitized and productivity was increased by the implementation of a systematic taxonomy for easy records retrieval.

A clearly defined and implemented Information Governance strategy can provide actionable intelligence related to the acquisition of a target organization and facilitate the integration of these assets into the acquiring firm.