Law Firms Manage Information Lifecycle: Reduce Legacy Storage Costs
47% of law firms say that destruction
program ambiguity, time to review, and
rules on client-notification pose significant
barriers to reducing legacy storage.
- 2011 Law Firm Information Management Benchmark Report, Iron Mountain
The majority of law firms today are
very focused on improving operational
efficiencies and cost management. One
area ripe for attention is the cost of storing
legacy client files. Firms are looking for
best practices and practical solutions to
defensibly destroy their massive volumes
of outdated client files.
The process of determining what records
can be destroyed, and how to comply with
bar association client notice requirements
is complicated. First, in many cases
firms don’t have the data they need
to determine destruction eligibility, as
they didn’t have software systems and
detailed indexing in place when files were
sent to storage. Second, complying with
Bar Association guidance to give clients
notice before destruction of their files
can be an extremely manual process as
client addresses and contact information
has likely changed. Plus, many firms
have “mixed boxes” containing a mix of
client matter files that may be eligible for
destruction and some that are not eligible.
Sorting through all of this can be an
extremely manual, resource-intensive, and
But firms know that a massive cleansing
of their inventory would not only lower
storage costs, but also help them get on
top of what they have, and find what the
lawyers need faster. This results in more
efficient client service delivery, client
satisfaction, and more business.
How This Affects You
- You grimace every time you pay storage fees on documents
that haven’t been accessed in years.
- Your older boxes are poorly indexed and you don’t have
metadata to determine destruction eligibility.
- Bar associations require you notify clients before destroying
their files, yet you don’t have updated contact information.
- Your legacy boxes contain different client matters, but you
aren’t sure what is eligible for destruction.
What If You Could...
- Finally destroy those legacy files and cut costs?
- Access proven methodologies and technology to classify
and scope eligibility of poorly indexed legacy files?
- Outsource “mixed box” contents review?
What You Gain
- Lower storage costs from defensible
destruction of legacy files.
- Ability to classify and identify legacy
files eligible for destruction.
- Indexed inventory managed
according to best practice standards.
- Destroy dates identifying which
records are eligible to be destroyed
in the future.
Iron Mountain Records And Information
Management 360°™ Solution
Our services are designed to help you finally tackle legacy file destruction with
resources and best practices so you can stop paying for files you never use.
Data Integrity Service
You can have boxes with limited metadata systematically classified using the
Iron Mountain Data Integrity methodology, a proprietary suite of intelligent
tools to help organizations reduce storage volume.
RIM Consulting Services
With our consulting services you can put a media-neutral records policy
in place, refresh your retention schedule based on current bar association
and regulatory requirements, and begin to manage the lifecycle of your
Secure Shredding; Asset Destruction
Our Secure Shredding and Asset Destruction services provide onsite or
offsite destruction programs, helping you dispose of information and
hardware in a compliant, reliable, and cost-effective way.
Under your supervision, trained Iron Mountain records management
staff will review boxes of legacy records to confirm contents and
A global law firm believed that over
30,000 client matter boxes were
eligible for destruction. But they
lacked documentation of the exact box
contents, and were concerned that
some of the documents should not
be destroyed. The firm simply did not
have the staff to devote to reviewing
the box contents to manage this risk,
update data, and backfill storage boxes
where documents were destroyed. They
needed a solution.
Fortunately, with Iron Mountain predestruction
review services, they were able
to get the results they wanted, including:
- Efficient review of contents under
- Defensible destruction to reduce
- Better data on what’s in their inventory