When Worlds Collide

1. When Worlds Collide Ensuring Conflicts and Records System Success in a Law Firm Merger H. Larry Eiring, CRM Director of Information Resources Heller Ehrman White & McAuliffe, LLP

2. The Roadmap • Challenges of Colliding Legal Worlds • Understanding the Business Intake and Conflicts Issues • Nuclear Records Nightmare! • Things DO Go Wrong • Creating Synergy

3. BIG Challenges • Staff departures • Morale • Confusion about authority • Resources available • Hurry up and wait and then…. • Time seems to drag on

4. Critical, Yet Basic Things to Know • Who's in charge - for both firms? • Who will be making the final decisions? • What conflicts system is used? • Do you have an in-house expert on their software? • What is the status of the staff?

5. Understanding the Business Intake and Conflicts Issues

6. Start with the New Business Intake System • Understand their process • What is similar? • What is different? • How automated is the system? • Special rules? • Technology architecture used

7. Clients & Matters • What numbering protocol is used? • Digits for Client, Digits for Matter • Beware the leading '0' • How are these generated? • Submatters? • Special Matters? • Do the numbers 'mean' anything?

8. Reports Needed • Client - Matter range • Positions & Relationship types • Attorney types • Bill types

9. Take Time To Understand • Ask any questions you need to • Client - Attorney ratio? • Multiple client names for one client? • Use close notes? • What's the threshold for closing a matter? • What information do they collect that we don't?

10. Matter Status • Determine what matters are open, active • Identify the closed matters • Make sure proper closing procedures were completed • Connect with finance • Locate closing letters • Fix ALL issues before any data conversion

11. Client/Risk Management • Identify waiver process • Engagement letter process • Client release letters • Disengagement memos • Audit letters

12. Conflicts Process • Review all procedural documentation • Examine what their thresholds are • Special circumstances • What data are they going against? • Records system • Accounting system • Specialized database

13. Make a Determination • Who's process and procedures are best? • Utilization of 'best practices' • Up-to-date & efficient workflow • User understandability • Clear & accurate documentation • Review by General Counsel and Auditors

14. Parties and Relationships • Map their Parties against yours • Same for Relationships • Fill in gaps • Ensure that all are in synch Critical Step!

15. Data Conversion • Re-read your documentation • Have it reviewed by a third party • Advise users ahead of time (plenty of time!) • Allow enough time for "things to go wrong" • Do a backup of BOTH systems before starting

16. Avoiding a Records Nightmare

17. All Those Files • Records Inventory • Established • Partial • Non-exisitent • File Classifications • Volumes • Locations - In-House & Offsite

18. Two (or More) Records Systems • What record system is used? • Is the data complete? • Was a prior system used? • Was all data converted at that time? • Compare data fields • Find all system documentation • Get help from BOTH vendors

19. Which One..or Both? • Consider technology • Database (SQL?) • Open architecture • Compatibility with current systems and infrastructure • Ease of use • Web-based • Intuitive

20. Records Process • Identify processes and procedures • Look for gaps (Gap Analysis) • Compare terminology • Jacket - Bucket - Redweld • Determine which process is best • Compare metrics • Usability and compliance

21. Start Pulling it Together • Complete a data dictionary • Map all data from all data tables • Identify what's missing • Fill in the blanks • Compete a test conversion Document…document…document

22. Connections • Review where the records system feeds or gets data from other applications • Integrations with other downstream systems are in place and accurate • Test each integration as they normally operate

23. The Migration • Communication Plan • Training Plan • Minute-by-Minute Checklist • All-Hands on Deck • Involve a Cross-section of "them" and "us"

24. Going "Live" • Provide plenty of communication to ALL users • Remember that to at least a certain % of staff this ALL new • Provide tech huddles, one-on-one support and formalized training • For at least two weeks after the conversion!

25. Things DO Go Wrong

26. The Hiccups • Missed data • Wrong mapping • Barcodes don't integrate • Staff decide to have an "attitude" • Last minute executive changes • Server goes down • And on…on..on…

27. Preventing Failure • Involve Risk Management from both firms • Involve every vendor who's system is involved • The migration team should consist of staff from both firms • Document everything • COMMUNICATE CONSTANTLY!

28. Synergy and Success • The Staff are a primary concern • Focus on the team effort for the whole of the Firm • Put the right expertise in place • Document everything • Keep a positive attitude • Focus on what needs to be done • Celebrate your successes

29. Successfully Managing Records and Conflicts Through a Law Firm Merger We believe in utilizing technology while preserving our environment For electronic copies of this presentation, please send an e-mail noting "Managing Records and Conflicts - Law Firm Merger" in the subject line to: LEiring@hewm.com Thanks for your attendance and understanding!