SUMMARY:

The Records Manager plays a pivotal role in enhancing and developing record management processes with broader organizational goals. This individual formulates and implements strategic initiatives that optimize practices, enhance security, and ensure compliance with regulatory requirements. The Records Manager oversees the daily operations of the Records Management Program (RMP), and the activities associated with the control of records throughout their life cycle including maintenance of active filing systems, data entry into the Automated Records Management System (ARMS), disposition of inactive records, and transfer of files out of the Firm. This role is also responsible for facilitating all phases of project work from concept to fulfillment.

MAJOR RESPONSIBILITES:

• The major responsibilities and for the Records Manager incorporate collaboration with the General Counsel and Information Technology departments focusing on managing matters from inception to closure to include
• Ensures all relevant documentation is captured and maintained throughout the client matter lifecycle concluding the file intake process.
• Serves as a liaison to the General Counsel department facilitating communication and ensuring that legal requirements are included into the matter management process.
• Assists in the organization and storage of legal documents related to each matter.
• Supports with maintaining a comprehensive digital record of all active and closed matters.
• Implements and manages a diverse digital records system that securely stores all matter-related documents ensuring they are easily accessible to authorized personnel.
• Updates and enforces records retention policies that comply with legal, regulatory, client and organizational requirements.
• Continuously evaluates and improves digital records management processes to enhance efficiency and accuracy.
• Ensures all matters and related records remain in compliance with applicable laws, regulations, internal policies, and client requirements.
• Provides training and ongoing support on the use of matter management tools and digital records systems.
• Works with the Information Technology team to troubleshoot issues and implement new features or integrations.
• Maintains comprehensive documentation of matter management processes, system configurations, and user guides.

ESSENTIAL FUNCTIONS:

• Possesses a strong understanding of records management principles, experience with legal and financial documentation, and the ability to collaborate effectively with various teams to support strategic objectives.
• Develops and leads digital records management program.
• Manages data destruction vendors and data destruction events.
• Provides evidence for controls as contact for data audits.
• Identifies opportunities for process optimization, automation, and efficiency.
• Meets deliverable deadlines for all individuals and parts involved in the records process.
• Maintains (i.e., check-in, filing, check-out) active file repositories.
• Transfers/retrieves inactive files to/from offsite storage and updates the ARMS and related systems.
• Coordinates the in-house transfer of files from one matter number to another including the re-labeling of the physical files.
• Facilitates the transfer of files out of the firm in accordance with the File Transfer - Outgoing policy including the collection of physical files and export of electronic files.
• Coordinates file locating and delivery services to all staff.
• Provides necessary records management supplies and maintains peripheral equipment.
• Delivers annual budgeting data for records management vendors and supplies.
• Provides backup support to daily reconciliation of physical and electronic mail; communicates errors accordingly.
• Assists with physical mail delivery requests to include recording, delivering, and shipping physical mail to appropriate recipients.
• Performs other duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree and minimum of five (5) years of work experience in the field of records management, or equivalent combination of education and work experience.
• Direct experience with electronic data retention program implementation to include involvement in developing procedures.
• Thorough understanding of records and information management principles, concepts, practices, and standards and ability to administer compliance as needed.
• Ability to solve more complex problems by analyzing variables and applying appropriate solutions learned through professional experience and proficiency.
• Knowledge of records management software.
• Highly proficient in MS Outlook, Word, and Excel as well as basic computer and database management skills.
• Exceptional oral and written communication skills and the ability to effectively communicate workflow and project updates.
• Ability to recognize anomalies and critical situations and respond appropriately.
• Strong time management, prioritization, problem-solving, and organizational skills and the ability to work effectively in a high-pressure environment with a variety of departments and senior management.
• Strong interpersonal skills and ability to work effectively with different levels of constituencies.
• Flexibility and capacity to respond calmly and efficiently in stressful situations.
• Ability to maintain confidentiality of matters and other firm business information.