Summary
The Information Governance Specialist is responsible for utilizing in-depth knowledge of established records management theories to lead the development of processes, work practices, procedures, training, controls, and technology improvements to facilitate utilization and the effective management of electronic records in support of the Firm's operational needs and Information Governance strategy.
Duties and Responsibilities
- Respond to internal client requests to search active and departed user mail boxes for specific items.
- Process electronic records received in conjunction with the onboarding of new lawyers and the transfer of matters to the Firm.
- Oversee process for the collection, review and release of electronic records necessary to comply with file releases associated with client requests. Expected to offer suggestions for process improvement, as appropriate.
- Interface with practice groups and Firm administrative departments to promote the Firm's information governance best practices, in compliance with the Firm's Information Governance Policy. This includes proactively reaching out to internal clients regarding best practices for both email and document management system usage.
- Execute process for electronic records disposition including email and litigation support data in response to court-ordered document destruction.
- Identify electronic record management risks and actively collaborate with records colleagues in developing action plans to mitigate identified risks.
- Provide support and guidance for electronic records migrated from shared drives or other electronic records storage areas to archival storage.
- Act as a liaison between lawyers and IT regarding issues of electronic records organization and access.
- Act as subject matter expert in collaboration with other IT teams to define and incorporate information governance requirements into information management systems design, and to develop migration strategies that ensure the integrity of electronic records and related metadata throughout a record's lifecycle.
- Act as subject matter expert in collaboration with IT Security to develop security procedures in accordance with leading industry best practices and Firm requirements.
- Actively research and assess leading best practices and emerging technologies for electronic records management. Continuing education and certification maintenance are expected as part of this role.
- Identify, evaluate and recommend resources and tools.
Qualifications
To perform this job successfully, an individual must be able to perform each Essential Duty and Responsibility (the "Essential Duties") satisfactorily. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Duties.
Required:
- At least four years of records management, litigation support or IT experience, preferably in a law firm.
- A strong interest in technology, and experience with information management systems such as records management databases, litigation support systems and document management systems.
- Knowledge of archival data storage, data migration methodologies, Secure File Transfer protocols and data conversion techniques.
- Knowledge of records preservation procedures, practices, and techniques.
- Experience with systems such as Prosperoware, NetDocs, or iManage.
- Working knowledge of Microsoft Windows operating system and basic network functions.
- Proficient with Microsoft Office, Including Advanced Excel.
- Proven program/project management experience.
- Strong oral and written communication skills.
Preferred:
- A bachelor's degree in Business, Library Science, Information Science or other related field, or an equivalent combination of education and/or work experience. CRM, IGP, CIPP, or CIGO.
- Prior experience extracting and exporting data from Microsoft Exchange.
- Knowledge of Microsoft Purview and Litera CAM.
- Experience with Microsoft 365 in a legal environment.
In addition to the above, the following may also be required of the successful candidate:
- Excellent organizational skills
- Excellent attention to detail
- The use of good judgment and good interpersonal communication skills
- Well-developed analytical and problem solving skills
- Works harmoniously and effectively with others as part of a team
- A self-starter who desires to show ownership and commitment to the job
- Exercises confidentiality and discretion
- Handles the stressful demands of short, urgent and after hours requests from internal clients
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