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Case Study

Optimizing Patent Annuities for Smarter Tech Transfer Operations

Background

This case study looks at two organizations that were using multiple IP law firms to manage their patent annuities. 

01 - A leading US Healthcare Institution known for pioneering medical research and innovation and managing a substantial portfolio of patents. 

02 - A growing US Public Research University that is dedicated to research and technology transfer and holds a diverse and expanding patent portfolio.

 

Opportunity

Both organizations utilized multiple IP law firms to manage their patent annuities. This approach stemmed from the need to engage the most experienced IP attorneys to file strong patent families. However, it led to significant inefficiencies: 

Excessive Email Correspondence

The Technology Transfer Offices (TTOs) faced a deluge of emails regarding payment renewal deadlines, reminders, instructions, and invoicing from each IP law firm. 

Lack of Centralized Management

Without a centralized system, tracking and instructing patent annuities became cumbersome and time-consuming 

Fragmented Information

Decision-making was hampered by scattered information across multiple email threads and systems, leading to potential oversights and delayed actions. 

Approach

Both organizations collaborated with the Wellspring IP renewals team to transition to a centralized IP renewals solution using Astria. The Wellspring team completed a four-step process:

Collaborative Sourcing of IP Renewals Schedules

The Wellspring team worked closely with 
key contacts at each organization to gather  
full IP renewals schedules from their respective IP  law firms.  

Centralized Docketing

Clients were advised on how to docket their patent annuities into the Sophia system, ensuring all  global patent annuities  were accurately recorded and managed.

Thorough Onboarding Process

The transition involved careful checking and verification of all shared patent annuities. The Wellspring team facilitated a smooth and efficient onboarding process.

Thoughtful Planning

A clear start date was set for the transition to ensure minimal disruption. The entire process, from contract signing to go- live, was completed within two months.

Results

The transition to Wellspring’s integrated IP renewals solution was transformative for both the leading US healthcare innovation system and the small US public research university. By centralizing their patent annuities management, these organizations not only enhanced their operational efficiency but also gained greater control and visibility over their patent portfolios. The centralized solution provided multiple benefits:
Excessive Email Correspondence

By consolidating the management of patent annuities into a single platform, the TTOs significantly reduced the volume of email communication with multiple IP law firms 

Improved Efficiency

With the ability to instruct patent annuities online in one secure system, the TTOs experienced greater operational efficiency and reduced risk of missed deadlines. 

Enhanced Visibility and Control

The Sophia system offered a comprehensive view of all annuities, allowing the TTOs to track, budget, and make informed decisions in a timely manner. 

Time Savings

The streamlined process enabled the TTO teams to save time previously spent on manual tracking and correspondence. This freed up resources to focus on other critical technology transfer operations.

Tech Transfer and Innovation

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