Background

Taylor Wessing, a leading European law firm, has the common problem of having to manage vast amounts of records in an efficient way. This project was specifically related to the management of paper records, which at the time were managed by an old system that was being decommissioned. After exploring the options available, Taylor Wessing decided to implement Autonomy’s iManage Records Management (IRM) system. Oyster IMS were asked to work alongside Tikit to help the procedure along with expert advice. This was to be the first implementation of IRM system in EMEA (Europe Middle East and Asia). Taylor Wessing required expert advice and help to implement a new business process for managing their paper records. Oyster IMS brief was to analyze the existing processes and help all parties involved with developing and implementing new processes with the new IRM solution.

Process

Oyster IMS worked as an intermediary between the software vendor and the records management department. We ensured that the business requirements were met when translating these into instructions for the technical implementation of the system. Identification of the requirements for end users of the records management system, followed by mapping out the existing processes of the matter files, deeds, wills and finance records. This allowed us to develop a thorough plan of what was needed and highlighted a number of inefficiencies in the existing working practices.

Oyster IMS went through the following procedures to help implement iManage Records Manager:

  • Developed a functional specification for Taylor Wessing for the new system.
  • Designed new processes to add, retrieve, return and dispose of archive records.
  • Created the specification to integrate the system and to migrate the legacy data into the new system.
  • Developed and executed test cases and managed the ‘go live’ with records management
    team.
  • Created training documentation for the use of new system.
  • Performed initial training courses and then educated Taylor Wessing internal training
    resource who subsequently taught the remaining departments.

Outcome

The project was a success with the new system operational before the decommissioning of the old system. Taylor Wessing now benefit from:
  • Improved business processes.
  • Increased efficiency.
  • Eliminated duplicate efforts.
  • Reduction of data entry errors.
  • A much improved procedure to track the location of files due to the use of the barcode system.
  • Most importantly, this project has set the foundations for Taylor Wessing to implement these same strategies for the management of their electronic records using IRMS.
“Our implementation of IRM has been a success, in no small part due to the work of Oyster IMS. They were brought in at the beginning of the project to run the workshops and produce the design specification. This was done with a high level of satisfaction. Oyster IMS worked closely with the Records Management team at Taylor Wessing and were responsible for the new system and procedures being accepted into the normal working practices of the firm. “
Barry MacDonald, Records Management Project Manager, Taylor Wessing LLP
Services: Consultancy, Training, Implementation
Tags:    Records Management, Law, IRM, Legacy Data Clean-up, Disposition