The Records Manager will be responsible for overseeing the management of our firm's records, ensuring compliance with legal and regulatory requirements. Your primary focus will be on maintaining accurate and up-to-date records, coordinating file transfers, and updating and administering our record retention policy.
Responsibilities
Maintain and administer a comprehensive records management program, including policies, procedures, and guidelines to ensure compliance with legal and regulatory requirements.
Oversee the creation, organization, and maintenance of physical and electronic records, ensuring proper indexing, labeling, and storage to facilitate easy retrieval and access.
Manage the firm's file transfer processes, both internally and externally, to ensure the secure and efficient transfer of files while adhering to confidentiality and data protection standards.
Collaborate with attorneys, paralegals, and business professionals to establish and enforce record retention schedules, ensuring compliance with applicable laws, regulations, and client requirements.
Train and educate employees on proper records management practices, including document classification, storage, retrieval, and disposal procedures.
Monitor and audit record management processes to identify areas for improvement and implement necessary changes to enhance efficiency and accuracy.
Maintain knowledge of industry trends, technological advancements, and legal requirements related to records management, and recommend updates to policies and procedures accordingly.
Collaborate with IT personnel to implement and maintain effective records management systems and software, ensuring the integrity and security of electronic records.
Assist with discovery requests, providing support in locating, retrieving, and producing requested records in a timely manner.
Ensure compliance with data privacy and protection regulations, including GDPR, CCPA, and any other relevant legislation.
Qualifications
Bachelor's degree in records management, library science, information management, or a related field is preferred.
Minimum of five years of experience in records management within a law firm setting.
Strong knowledge of records management principles, practices, and methodologies.
Familiarity with electronic document management systems (DMS) and proficiency in records management software.
Excellent organizational skills and attention to detail to ensure accuracy and completeness of records.
Strong understanding of file transfer protocols and secure file transfer methods.
Knowledge of record retention policies, legal hold procedures, and document destruction processes.
Strong communication and interpersonal skills to collaborate with colleagues at all levels of the organization.
Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced, deadline-driven environment.
Discretion and understanding of confidentiality requirements.
Familiarity with legal and regulatory requirements related to records management, including data privacy regulations.
Salary range based on experience level and location is estimated to be in the range of $90,000-$125,000
Additional Requirements:
Must demonstrate sound judgment and discretion in handling confidential information.
Ability to lead initiatives independently and work collaboratively across departments.
Familiarity with client requirements related to outside counsel guidelines and vendor security assessments is a plus.
