FileTrail Records Management

Transparent Management Across Multiple Repositories

Increase Efficiencies & Reduce Costs

Today, as organizations continue the shift to electronic documents, many companies face a new challenge in managing physical records – dealing with home-grown systems or legacy products that are no longer supported. 

As companies evolve over time — with mergers and acquisitions, expansion, and restructuring — physical records typically become increasingly difficult to manage. In many industries, they also pose significant risks if the information is not protected and destroyed in a timely manner. Relying on legacy records management systems such as LegalKEY is inefficient and can further compound security and compliance risks.

FileTrail Records Management is the leading records management solution for large- and mid-sized enterprises in heavily regulated industries such as legal, corporate, and government, and provides a modern approach to physical records management to reduce risk, support compliance, and save money.

  • Lower Storage Costs — Automation for records destruction ensures compliance with policies while allowing you to cuts storage costs from vendors.
  • Quickly find records  Powerful keyword searching returns Google-like, ranked results.  Configurable searches and results can be shared, providing quick access to information.
  • Automate reporting — Respond to management reporting requests quickly.  Ad hoc reports are easily configured and shared with staff who need to run reports.
  • Audit Response — Respond to regulatory and customer audits quickly using chain of custody and requesting workflows.  
Miller Martin

We chose FileTrail to replace LegalKEY because of their user interface and commitment to development of the product.

We chose FileTrail to replace LegalKEY because of their user interface and commitment to development of the product.

We chose FileTrail to replace LegalKEY because of their user interface and commitment to development of the product.

We are looking forward to working with FileTrail on the implementation and integration with iManage to manage retention, disposition and deletion of both physical and electronic items.

Jenny Sanders
Director of New Business Intake and Records

FT Governance Quote 1

“FileTrail Governance provides powerful and flexible workflows for our Matter Mobility and firm-wide retention requirements.

We’re targeting significant process improvements, staff efficiencies, and overall time savings. FileTrail continues to exceed our expectations delivering innovative technologies, and a superior implementation experience.”

-- Am Law 50 Law Firm

Akin

FileTrail is a core part of our vision to automate controls on records retention and monitor compliance with firm policies and client requirements on an ongoing basis.

We value the FileTrail approach in providing visibility across multiple systems, as well as the responsiveness and support of its development team.

Christopher Egan
Assistant General Counsel for Information Governance

Husch

We thought it was important that the replacement for ARM/FileSurf lower our overhead costs, be easier to roll out, and provide more efficient processes for users. FileTrail has gone beyond our expectations in these areas. Their partnering approach has worked well according to our RM and our IT project staff. Their innovative features show a thought leadership we did not find in records management elsewhere.

Bret Chapman
Chief Administrative Officer

Shook

We chose FileTrail not only because our technical evaluation confirmed that it was the best technology fit for our records management and information governance needs, but also because the team’s focus, expertise, professionalism and overall commitment to client success are true cornerstones of their culture.

Debbie Dixon
Director of Records, Conflicts & New Business Department

Foley

FileTrail’s partnership with NetDocuments as well as its forward-thinking and holistic approach to retention, which incorporates both firm IG policies and OCG, made it the clear choice for our firm.

Randy Oppenborn
Chief Information Security Officer

Jackson Lewis

FileTrail stuck in there with the physical records management portion of its product, and also focused on expanding its IG retention policy management tools for both physical and electronic records so that law firms can manage policies across multiple repositories. That, combined with an exceptional reputation for customer service, is why FileTrail has become a front-runner in records management and IG software for law firms.

Bradlee W. Davis
Director of Records and Information Governance

Waller

The idea of replacing our firm’s legacy records management platform was initially daunting... So we took our time to find a solution that would provide a modern, integrated approach...

Not only does FileTrail meet all our needs, the exceptional service and support we’ve received throughout the process continue to exceed our expectations.

Records Team Leadership

Hogan

Our firm chose FileTrail for their holistic approach to information management. Their advanced RM and IG solutions will automate review cycles and move our IG program forward.

Joanne Smith
Director of Enterprise Applications

FT Governance #2

“The team at FileTrail provide exceptional support from implementation through every step following. The FileTrail Governance tool has given the firm a better than 80% gain in efficiency with the retention and transfer processes by utilizing considerably fewer man hours and searching two data management systems at once.

From a risk management perspective, we can safely tell our clients and in-house counsel that all data in firm systems has been accounted for.

In less than one year, using FileTrail Governance, we have been able to delete over 3 million documents and email messages with the push of a button.”

- Am Law 50 Firm

Loeb

Our records managers were impressed with [the proof-of-concept with] FileTrail. We quickly discovered that any option could be configured to meet the needs of respective offices, practice groups and staff.

Heather Morrow
Manager of Special Projects

dwt

With clients asking for increasingly detailed information on how we apply, review and manage retention policies internally, we initially set out to build our own tools.

When we learned about FileTrail GPS, we were impressed with the product vision which aligned with what we were trying to accomplish.

Chuck Barth
Director of Information Governance

miller nash

At every step of this initiative, our experience with FileTrail has exceeded our expectations. Their consultative approach helped us to identify ways to integrate our systems that have significantly improved functionality and efficiency.

Lori Hughes
Lead Operations & Information Security Officer

selendy

With the opportunity to implement a comprehensive records solution from our firm’s very beginning, we made sure to find the very best possible fit.

Not only does FileTrail provide a modern, integrated approach to RM/DM and an automated IG solution that will meet the firm’s needs indefinitely, but the quality of FileTrail’s customer service is unmatched.

Craig Pederson
Records Manager

Osler

After extensive research and product evaluations we chose FileTrail to replace ARM for our records management system. FileTrail’s deep expertise in the field of records management and its integration with such key vendors as Iron Mountain and iManage made it a front runner in our evaluation.

The deciding factor for us was FileTrail’s workflows and interface, which our professionals found to be highly intuitive and efficient.

Peter Bier
Chief Information Officer

Gowllings

FileTrail GPS, with its web services and web-based architecture, integrated nicely into our existing Intranet-based practice management platform. This was important because it minimized the training for lawyers and staff and increases our adoption rate

Joseph MacDonald
Team Lead, Enterprise Applications

Nelson

FileTrail is all-encompassing, allowing us to manage physical as well as electronic records thanks to the integration with NetDocuments.

FileTrail is sleek and streamlined. It’s web-based and more user-friendly, more visual and better organized than LegalKEY.

The integration between FileTrail and NetDocuments has also helped us from a mobility standpoint… With FileTrail, we now have reporting capabilities we didn’t have with LegalKEY.

John Churchill
Records Department Manager

Keystone

After reviewing several products, it was clear that FileTrail provided the best solution for automating document retention FileTrail is user-friendly, flexible and configurable, and we were impressed with how well it integrates with NetDocuments. FileTrail will free lawyers from having to worry about when files need to be disposed, significantly reduce administrative costs, and enable our IT and information governance teams to work more efficiently and effectively in supporting the business.

Maurice Tunney
Director of Technology and Innovation

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Increase Efficiencies with Workflow Automations

  • FileTrail automates workflows (see video below) for records requests, retention, and disposition and automatically captures a complete record of all activity, including approvals, providing an audit trail for future reference.

  • Records management teams no longer need to manually track chain of custody and retention deadlines. 

Save Time & Money with Advanced Reporting

Using FileTrail Records Management, searching and locating records is straightforward, making it easier to respond to audits quickly.

  • Advanced Search & Locate – Quickly find the exact document needed regardless of how many thousands of records you’re searching through.

  • Track Chain of Custody — Bar codes and RFID enable you to automatically track and view items from the folder level to the box level, so you can respond quickly to requests for retrieval and pickup.

  • Streamlined Search — Easily configure search forms and results using unlimited user-defined fields. Create saved searches for routine searches to maximize efficiency.

  • Ranked Results — Use full-text Amazon-style search and get back ranked results, including metadata fields and imaged documents.

  • Off-Site Storage — Submit requests and view pending orders to off-site storage facilities via close integration with Iron Mountain, Access, and other major vendors.

  • Labels — Design and print bar-coded labels and color-coded labels from any workstation.

  • Mobile Access — Simplify tracking, auditing, and pulling for request fulfillment and destruction on Android devices.

  • Custom Reporting Engine — Generate custom reports and download search results as a .csv or .pdf file as needed.

IT Independence: Intuitive User Configuration

FileTrail is built upon an open architecture, which makes it easy to integrate, extend, and customize to meet your organization’s unique needs.

Our configuration tools further provide the ability to easily make changes with little training, or the need for IT support.

Customized configurability with unlimited user-defined fields and user-defined screens for different types of records makes it straightforward to migrate legacy data.

And, the quality of data collected moving forward can be improved by defining new screens with different fields and stricter validation.

With over 20 years of data migration experience from legacy systems (see list to the right), the FileTrail team will have you up and running within 90 days.

Legacy System Data Migration Service

  • LegalKEY,
  • ARM/FileSurf
  • IRM
  • Accutrac
  • Elite RM
  • Aderant RM
  • OmniRIM Access
  • FileTrack
  • Infolinx
  • Tab
  • Smead
  • Versatile
  • Stellent
  • OmniRIM
  • O’Neil
  • and other products and data sources (just ask).

There’s a reason FileTrail has been leading the Information Governance market for 20+ years, and it all comes down to experience, customer service, and excellence. Stay on track with FileTrail — we’ll help you get there.