Records management: Clifford Chance swaps out LegalKEY for FileTrail

Clifford Chance has selected Austin-headquartered records management provider FileTrail GPS (Governance Policy Suite) to replace and upgrade its incumbent OpenText LegalKEY system.

“The last 18 months have transformed the way we work, challenging how we’ve traditionally stored, moved and consumed information,” says John Hayward, office services manager, Clifford Chance, which has over 3,500 fee earners across five continents.

Hayward said: “Our business services team has made significant changes to how we support our lawyers, regardless of where they are working. At the same time, we’re keenly aware of the need to adhere to information governance policies, particularly around data protection and retention. Technology that enables us to make records more accessible to our lawyers and staff, while allowing our facilities and IT teams to maintain tight control over who is allowed to view them, enhances our ability to deliver high-quality services to our clients.”

Clifford Chance is initially deploying FileTrail GPS in London and the United States to approximately 1,400 users. The secure solution will be hosted in Germany and will also be used to manage file rooms in London, New York and Washington, D.C. The firm will also use FileTrail connectors to integrate with off-site storage partners’ systems. Retention policies will be managed and automatically applied to client matter documents using FileTrail Policy Manager.

“We selected FileTrail GPS following a rigorous review of records management solutions including a proof of concept from each vendor,” Hayward said. “For users, the simplicity of the interface makes it very appealing and intuitive. For administrators, its security, configurability and ability to scale to index, manage and report on the status of millions of records were all critical factors in the decision to choose FileTrail.”

FileTrail is a leading provider of records management and information governance solutions to law firms, and has extensive experience in helping firms migrate from legacy tools such as LegalKEY to modern SaaS or on-premises systems. With support for both physical and electronic records, native integration with document management systems such as iManage and workflows to automate retention and disposition, FileTrail GPS is enabling many firms to drive efficiency and compliance with clients’ outside counsel guidelines.

“Clifford Chance is an innovative law firm that is transforming the way it collaborates with clients worldwide. We’re excited to be working closely with the Clifford Chance business services and IT teams to enhance the way the firm drives efficiency, manages records and information governance and delivers a smoother experience for its lawyers, staff and clients,” says Darrell Mervau, president, FileTrail.