OVERVIEW
Thompson Coe, a prominent Texas-based law firm with over 250 attorneys and a 70+ year history, enlisted Mattern’s expertise to address their escalating offsite records storage costs. The firm sought a strategic solution to manage its paper records efficiently, aiming to reduce storage expenses and ultimately eliminate the need for offsite storage altogether.

Thompson Coe faced several frustrations with its three current service providers, including rising costs and the prohibitive expense of file destruction. Though the firm had ceased sending paper records offsite, its existing inventory remained a significant challenge.

Having assisted numerous law firms with similar issues, Mattern was well-positioned to help. The goal was to implement an electronic-first approach, reducing reliance on paper while optimizing cost management.

OPPORTUNITY
At the outset, Mattern collaborated closely with the firm to understand its objectives, which included:
- Developing a cost-effective strategy to reduce or eliminate storage expenses
- Consolidating service providers
- Negotiating improved destruction terms in offsite contracts
- Enhancing overall contract terms
- Addressing the firm’s relationship with Iron Mountain

Using Mattern’s proprietary Mattern Method® Benchmark, the firm’s current costs were assessed against industry standards, revealing significant savings opportunities. Based on this analysis, Thompson Coe engaged Mattern to manage the Request for Proposal (RFP) process, recognizing that a competitive bidding process could drive down costs.

Mattern requested proposals from two incumbent providers; however, the third provider declined to adjust its pricing or terms, leaving the firm with a clear path forward.

SOLUTION
After reviewing proposals and conducting interviews, Thompson Coe consolidated its entire records inventory with GRM under a seven-year contract, achieving substantial cost savings. Concurrently, Mattern negotiated a settlement with Iron Mountain, which held the largest portion of the firm’s inventory.

Despite the firm’s eight-month struggle to resolve the matter independently, Mattern successfully secured a favorable settlement, enabling a smoother transition.

RESULTS
Mattern helped the firm negotiate more favorable contract terms, including a much-needed destruction allowance critical to the firm’s long-term strategy. The new contract also introduced detailed service-level penalties for delays in orders, deliveries, and pickups, providing additional protection for the firm.

Over the new seven-year contract period, Thompson Coe will realize a 16% reduction in costs, with Mattern’s fees fully offset by the savings generated. Mattern continues to oversee invoicing and contract compliance, ensuring a seamless records consolidation process and effective management of destruction allowances in the first year.

Thompson Coe’s Chief Operating Officer, Michael Anthony, reflected on the successful outcome:
"Mattern was excellent. Very good outcome and deliverables. We made great strides with the offsite storage contract and planned destruction of boxes/records."

Mattern is proud to have helped Thompson Coe achieve its cost-saving and operational efficiency goals, securing a more streamlined and cost-effective offsite records management strategy.