Job Title Regional Records and Information Manager
Location New York, NY
Job Type Full-Time Regular
Job Description

The Regional Records Manager is responsible for managing the RIM program at multiple US offices and supervising staff while utilizing in-depth knowledge of established records management theory to develop, maintain and implement efficient systems and practices for the creation, use, maintenance and disposition of clients and administrative records.

He/she will manage implementation and compliance of the Firm’s Records Management program. He/she will represent each office’s concerns and unique needs when contributing to the overall refinement of the Records Management program and strategy.

He/she will develop strong working relationships with lawyers, paralegals, secretaries and administrative management to understand their records management needs and working practices. He/she will drive change needed in working practices to accomplish the objectives of the Records Management Program and strategy, including the adoption of electronic records management.

Primary Responsibilities:

Manage the records management operations for multiple offices. Ensure lawyers, paralegals, secretaries and administrative management are supported, leading practices for records management are followed, and the Firm’s exposure to records risk issues is avoided.

Serve as subject matter expert and internal consultant on records management.

Analyze records management issues and offer solutions to correct reoccurrence of the issues.

Consult with lawyers, legal assistants, secretaries and administrative management on records management issues, includes the creation and maintenance of electronic files.

Identify office projects and coordinate resources to ensure successful completion of projects.

Participate in, and occasionally lead, Firm-wide projects. Work collaboratively with Peers in support of Firm directives and projects.

Manage the effect of office changes of the Records Management program and strategy.

Manage Records staff. Set performance expectations, develop professional growth plans, provide ongoing performance feedback and complete annual performance reviews.

Manage active and inactive records systems and centers.

Oversee transfer of records to outside records storage vendor.

Promote the utilization of LegalKEY. Responsible for the quality of LegalKEY data.

Process and coordinating the transfer of matter records for departing attorneys.

Process and coordinate intake of matter records for incoming attorneys.

Responsible for securing hardcopy files subject to ethical and confidential screens.

Manage records retention and disposition process in compliance with the Firm’s records retention policy, includes coordination of activities with off-site records storage vendors.

Ensure that records subject to an Office of General Counsel document hold are identified and preserved. Implement the document hold release process for the resumption of records destruction.

Manage security and protection of the Firm’s records held in on-site and off-site storage facilities.

Manage annual records inventory/audit of all hardcopy records managed by the office.

Plan, develop and conduct records management education sessions in conjunction with the Training Department, including office’s new lawyer and employee orientations.

Monitor service level agreements with service providers and address performance issues as needed.

Track key performance indicators and prepare reports for Firm management that measure the state of the office’s Records Management program.

Measure and report office’s compliance with the Firm’s Records Management Program requirements.

Primary Requirements:

BS degree or equivalent educational courses, seminars, certifications and work experience. CRM preferred.

A minimum of five years of records management, information governance or related experience, with minimum of three years supervisory and/or management experience.

Proficient in Microsoft Word, Microsoft Excel and Microsoft PowerPoint.

Proficient in records or content management applications such as iManage or LegalKEY

Strong organizational skills and attention to detail.

Good judgment and ability to work harmoniously with others.

Strong communication and analytical problem solving skills.

Able to preserve confidentiality and exercise discretion.

Able to work under pressure and manage multiple projects with competing deadlines and priorities.