P2P

42 P E E R T O P E E R : I L T A ' S Q U A R T E R L Y M A G A Z I N E | S U M M E R 2 0 2 2 IT directors and records managers increasingly recognize the inefficiencies and risk of human error involved in continuing to handle client file transfers manually. Many firms struggle to process them quickly and efficiently, falling back on manual, time-intensive and unstructured processes which can result in omitting documents or including the wrong files. Adding to the challenge now is the recent increase in retirements and attrition of more senior support staff who were skilled at managing file transfers, leaving less experienced staff to handle them without much guidance. And with the escalating volumes their teams are dealing with today because of current employment trends, CIOs and firm partners are realizing the financial impact – in both lost billable hours and greater overhead expenses. Firms that are adopting automated solutions to handle client file transfers, on the other hand, not only reduce risk, improve the process and make the law firm more efficient, but also make their billable resources more valuable. Modern, automated tools enable firms to capture a record of every file transfer request, whether for onboarding, for departing lawyers or for a client-initiated request. They can identify all relevant documents across multiple systems and the timekeepers associated with each client matter, gathering them in a central location for review. The best-in-class tools in this area track every action associated with the request and provide status updates throughout the process, in addition to sending notifications to reviewers and capturing a clear record of approvals. For some firms, automating workflows and streamlining the process of gathering and reviewing client files for transfer or to accept files from new hires are a focused initiative to improve efficiency and reduce specific costs associated with lateral moves. For other firms, it's part of a broader, holistic approach to modernizing their entire information governance program and infrastructure. Regardless of the motivation, there are countless benefits for any firm implementing an automated process for handling client file transfers. By reducing or eliminating the manual steps involved in processing client file transfers, firms are lowering the risk of human error that can lead to significant consequences if the wrong files are moved or important documents are missed. They also are gaining efficiency, making the entire process faster and easier and improving the response time required to complete a file transfer, which translates to better client service. And importantly, that efficiency gain also frees up their attorneys to focus on more billable work, resulting in greater revenue for the firm. As we move forward out of the uncertainly of the past couple years, we are seeing an increasing need for efficient transfers as lawyers and their firms adapt. Firms with modern systems in place to handle client file transfers will continue to have a competitive advantage. ILTA F E A T U R E S Darrell Mervau and Harold Westervelt are leaders of FileTrail Inc., a global leader in information governance and records management. Mer vau can be reached via email at dmer vau@f iletrail.com and Wester velt at hwester velt@f iletrail.com.

• Cover