Taming the Tidal Wave: How Perkins Coie Revolutionized Records Management with Access

When you think of a global law firm like Perkins Coie, headquartered in bustling Seattle, Washington, you picture cutting-edge legal minds, intricate cases, and probably, an awful lot of paperwork. With 19 offices spread across the United States and Asia, their reach is extensive, their expertise diverse. From complex business transactions to high-stakes product liability suits, from the intricacies of intellectual property law to the labyrinthine world of tax and compensation, Perkins Coie handles it all. But beneath the surface of this formidable legal powerhouse, a hidden, often overlooked, challenge was brewing: the sheer monumental task of managing their vast ocean of legal documents.

For years, like many firms of their stature, Perkins Coie grappled with an escalating problem. How do you keep track of hundreds of thousands of critical, often sensitive, client files across multiple continents without losing your sanity, or worse, a crucial piece of evidence? It’s a logistical puzzle that demands precision, security, and an ironclad system. Unfortunately, their existing setup was anything but. It was, frankly, a bit of a mess.

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The Unfolding Crisis: A Symphony of Frustration

Before they found a true partner in Access, Perkins Coie’s approach to offsite records storage felt like a patchwork quilt stitched together under duress. They relied on one primary offsite storage vendor, a colossal operation, alongside an assortment of smaller, localized providers. The intention was perhaps good – catering to specific office needs – but the reality, oh, it was far from ideal.

Imagine trying to coordinate a symphony when each musician has a different conductor, a different score, and speaks a different language. That’s essentially what their records management had become. Local offices, the folks on the front lines needing rapid access to documents for active cases, were the first to feel the brunt. Complaints about poor service became a familiar, almost daily, refrain. Retrievals were slow, sometimes agonizingly so. Documents would go missing, only to reappear weeks later, or worse, not at all. It wasn’t just an inconvenience; it was a genuine impediment to their legal work, costing valuable time and, ultimately, client satisfaction. You see, when a lawyer needs a specific contract or a critical deposition transcript, they need it now. Waiting days, sometimes a week, simply isn’t an option. It really gnawed at the firm’s efficiency, a slow drip of frustration eroding morale.

The Billing Black Hole: A Financial Nightmare

Beyond the service headaches, the financial aspect was a colossal pain point. With multiple vendors came multiple contracts, each with its own convoluted terms, varied service rates, and wildly different billing cycles. Finance and administrative teams found themselves drowning in a sea of invoices, each one demanding meticulous reconciliation. It was like trying to budget for your household expenses when every utility company sends a bill on a different day, in a different format, and charges a completely arbitrary rate each month. Talk about a headache. Budgeting became a guessing game, and transparent cost allocation felt like a mythical beast, always just out of reach.

The real kicker, though, was the utter lack of insight into their actual inventory. With fragmented data spread across disparate accounts, across various vendors, gaining an accurate, holistic view of their total storage holdings was practically impossible. How many boxes did they really have? Which office had what? Was that a retention period expiring on a critical client file? These questions, simple in theory, became nearly unanswerable in practice. This absence of control wasn’t just an operational nuisance; it presented a significant compliance risk and, frankly, kept some people up at night. The firm knew it needed to consolidate, simplify, and reclaim command over its offsite inventory, before things truly spiraled.

The Genesis of Change: Access Steps In

Recognizing the urgent need for a change, Perkins Coie began its search for a partner who could not only manage their physical records but also understand the unique demands of a large, international law firm. What they found in Access wasn’t just another vendor, it was a true collaborator. The transition process, often fraught with anxiety and disruption, began with a surprisingly simple yet profoundly effective approach from Access: they listened. This wasn’t just a perfunctory nod; it was a genuine, active listening that immediately set them apart.

From the very first meeting, Access demonstrated a deep, nuanced understanding of the legal offsite storage process. They understood the complexities of document retention policies, the critical importance of chain of custody, and the unwavering need for confidentiality. They didn’t just offer a generic solution; they truly aligned with Perkins Coie’s vision for a responsive, service-first relationship. It was a refreshing change, a breath of fresh air after years of battling unresponsive systems. They talked about solutions, not just services, and that made all the difference.

Architecting a Seamless Transition

Access didn’t just talk a good game; they delivered. They presented invoicing solutions that were, for the first time, straightforward and tailored. Instead of a jumble of disparate bills, Perkins Coie received consolidated, transparent invoices that clearly itemized activity for each local office. This wasn’t just about reducing paper; it was about bringing clarity and predictability to a previously opaque process. Suddenly, the finance team could breathe a little easier, understanding exactly what was being billed and why.

The logistical undertaking itself was monumental. Imagine orchestrating the relocation of approximately 152,000 boxes across seven distinct locations, each with its own operational rhythms and historical quirks. It’s enough to make even the most seasoned project manager’s head spin. Yet, Access tackled it with surgical precision and meticulous planning. Most of these moves, spread across various domestic offices, were completed remarkably quickly, usually within a few months. The largest site, their Seattle headquarters, presented a unique challenge due to its sheer volume and the need for absolute minimal disruption to ongoing legal work. This transition was strategically phased over the course of a year, demonstrating Access’s commitment to thoughtful, client-centric project management, not just brute force.

Throughout this intricate dance, Access became the central orchestrator. They managed coordination with the outgoing vendors, ensuring a smooth, secure handover of every single box. They meticulously tracked in-transit inventory, providing Perkins Coie with real-time updates and peace of mind. Knowing precisely where every crucial document was at any given moment, even while it was on the move, was a luxury the firm hadn’t known in years. Consistent progress reports, delivered through regular check-ins and comprehensive dashboards, meant that Perkins Coie’s leadership was always in the loop, always informed, and crucially, always confident in the process.

I remember talking to a colleague who worked on a similar transition project at another firm, and they described it as trying to move Mount Everest with a teaspoon. Perkins Coie’s experience, in stark contrast, felt more like a meticulously planned expedition. The team from Access didn’t just move boxes; they managed the entire complex ecosystem, anticipating potential pitfalls and proactively addressing them. For instance, there was one minor hiccup with a batch of mislabeled boxes from an old vendor that caused a brief pause, but Access’s team quickly identified the issue, cross-referenced inventory logs, and resolved it before it could escalate into a major delay. It’s these small, proactive measures that truly define a great partnership, don’t you think?

The Dawn of Clarity: Tangible Results and Strategic Partnership

Now, with the dust truly settled, Perkins Coie stands on firmer ground. The chaotic multi-vendor model is a distant, unpleasant memory, replaced by a unified, streamlined system. The firm has gained something truly invaluable: full visibility and unwavering control over its entire offsite inventory. This isn’t just a fancy phrase; it means their legal teams can now quickly search for, locate, and retrieve documents with unprecedented ease and speed. An online portal, accessible to authorized personnel, provides real-time data, allowing them to track items, manage retention schedules, and initiate retrievals with a few clicks. It’s a game-changer for efficiency and responsiveness.

A New Era of Operational Harmony

Perhaps the most immediate and impactful result has been the dramatic improvement in service quality. The recurring complaints that once plagued local offices have evaporated, replaced by a palpable sense of relief and satisfaction. Lawyers and support staff across all locations now experience consistent, high-quality service, which directly translates into smoother legal operations and, ultimately, better outcomes for their clients. No more frantic calls, no more wasted hours chasing elusive files; just reliable, predictable service.

Billing, once a source of constant frustration and confusion, is now a model of transparency. The simplified, consistent invoicing clearly outlines activity across all offices, allowing the firm to easily track usage by location and allocate costs accurately. This newfound clarity hasn’t just saved administrative hours; it’s provided critical data for budgeting and strategic financial planning. It’s amazing how much smoother everything runs when you know exactly where your resources are going, isn’t it?

Beyond the Boxes: A Foundation for the Future

What truly distinguished this transition was not just its scale, but its seamless execution. What once loomed as an overwhelming, perhaps even risky, endeavor turned out to be a remarkably smooth and manageable process, thanks to Access’s dedicated project team and their highly organized methodology. They didn’t just move boxes; they built a foundation for future efficiency and data governance. The success of this move didn’t just resolve long-standing operational frustrations; it forged a deep, trusted partnership that Perkins Coie is now eager to expand.

Patrick, one of the key figures behind this transformative project, now offers some sage advice for other firms grappling with similar challenges. He understands the inertia that can grip an organization when faced with such a daunting task. ‘The prospect of moving large quantities of inventory can seem extremely daunting when first considered,’ he admits. ‘The ‘what ifs’ prevented us from making a change for many years.’ It’s a common sentiment, that fear of the unknown, the worry that the cure might be worse than the disease. But Patrick’s message is clear and emphatic: ‘My advice to firms considering a change is simply do it. The Access team is top-notch and will walk you through the process, regardless of how complex the project may seem. I’m extremely satisfied with the move to Access and only wish we would have done it sooner.’ That’s a pretty powerful endorsement, wouldn’t you agree?

This entire experience at Perkins Coie serves as a powerful testament to the critical importance of selecting the right partner for records management. It’s not just about finding someone to store your boxes; it’s about finding a strategic ally who understands your business, anticipates your needs, and can execute complex projects with precision and care. By meticulously addressing service quality, championing billing transparency, and fundamentally restoring inventory control, Perkins Coie didn’t just improve an operational function; they transformed their entire offsite storage ecosystem. This transformation has led directly to enhanced internal efficiency, reduced operational risk, and ultimately, a more streamlined and responsive service delivery to their clients. It’s a win-win, through and through, and a clear path forward for any firm still wrestling with the old ways.

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For more information on Access’s comprehensive records management solutions, designed for the unique demands of the legal industry, consider visiting their website. It might just be the first step to taming your own tidal wave of documents.

References

• Perkins Coie Record Handling Client Case Study | Access (accesscorp.com)
• Bringing Order to Offsite Storage Through a Smooth, Multi-Site Transition | Access (accesscorp.com)
• Transforming Legal Data Management: Perkins Coie’s Success with Litera Foundation and Foundation Scoping (litera.com)
• Perkins Coie Launches New Data Center Hub (perkinscoie.com)
• Perkins Coie (Wikipedia) (en.wikipedia.org)