Records Manager

Job Description

Manages Document Lifecycle Services (“DLS”) personnel and operations for assigned local or global teams, functions and offices(s) including DLS Compliance Services as assigned by the Director, Document Lifecycle Services. Provides leadership in the management, execution and support of DLS operations including maintaining defined service levels and agreements. Coordinates between core DLS teams, other groups within Information Services, and firm administrative and practice departments with respect to document lifecycle management and project planning and initiatives. Assists with proactively supporting client service by actively participating in the Firm’s ServiceMatters initiative. Ensures that staff members are providing quality service to internal members/departments of the Firm as well as external clients and vendors by displaying professionalism via electronic and print correspondence, over the telephone and in-person and by encouraging an atmosphere that rewards a “can do” attitude.

Principle Duties and Responsibilities

• The principle duties and responsibilities of each Manager within the Document Lifecycle Services sub-group may be assigned from within the following by the Director, DLS as required: Develops and effectively executes plans to reach business objectives. Establishes current and long-range goals, objectives and procedures, subject to approval of the Director.
• Provides guidance, direction, oversight and authorization to DLS personnel to carry out operational plans, standards and procedures.
• Reviews operating results and compares to established service and key performance objectives and takes steps to ensure that appropriate measures are taken to correct unsatisfactory results. Develops and implements procedures to enhance department efficiency. Remains abreast of current developments and trends in the legal, information technology, document and records management areas and applies knowledge to support strategic initiatives and policies.
• Makes decisions and recommendations regarding employment, training and development, performance evaluations, salary and related staff issues. Manages assigned personnel, quality assurance, and related projects to ensure the efficient operation of the department. Maintains costs associated with department operations.
• Timely submits updates and client billing information to Finance. Maintains statistics on department operations, projects, initiatives, and service levels and completes monthly metrics reports. Assists with the preparation of the annual budget for the Document Lifecycle Services sub-group, develops operating forecasts, and operates within approved budget limitations.
• Maintains comprehensive inventories of physical records. Manages retention schedule and conducts quarterly records destruction review cycles for client and firm records.
• Ensures records retention and destruction activities are in concert with Firm Records Retention and Destruction Policy, and all applicable ethical, legal, and client requirements. Ensures scheduled audits of physical records are conducted and provides timely reporting results. Responsible for oversight and reporting against performance of all 3rd party service providers (including off-site storage and document shredding services) contracted to by the DLS sub-group in any geography or office for which the Manager is assigned responsibility.
• Provides administrative oversight of enterprise Document Lifecycle and Records Management database and related systems including user security, system updates and conversions, troubleshooting, user acceptance testing. Liaisons with software vendor, IS Service and Technology teams as needed.
• Responsible for the receipt, safe custody and maintenance of all vital documents or other materials of intrinsic value entrusted to the Firm within the geography or office for which the Manager is assigned responsibility and for ensuring compliance with the Firm’s policies and procedures for the same.
• Coordinates the clearance of documents and files from case rooms with Practice Management and case team personnel. Oversees file space allocation for secretaries, attorneys, and paralegals. Conducts orientation and training programs for attorneys, paralegals, secretaries and case team assistants concerning the Firm’s hard copy and electronic document and records management policies and procedures.
• Develops, continually evolves and provides to the Firm the required administrative oversight, education, enforcement, systems and services in support of the Firm’s compliance with risk, retention, ethical and regulatory obligations as they relate to or are supported by document lifecycle management.
• Oversees DLS activities associated with attorney and client on boarding and off boarding. Manages special requests and/or problems and recommends appropriate resolutions. Assumes additional responsibilities and projects as assigned. 

Required Skills

Minimum Qualifications/Knowledge/Skills/Abilities

• Two plus years’ experience in a law firm practice, information technology, or records management department including managing integrated electronic and hard copy document processes and systems.
• Ability to work effectively with minimal supervision in an atmosphere of multiple projects, shifting priorities, and deadline pressures.
• Strong interpersonal skills required to work effectively with applicants, vendors, and people at all levels in the firm.
• Must be able to work independently and as part of a team. Must project a professional demeanor, effectively represent the firm, exhibit sound judgment, and maintain confidentiality.
• Superior attention to detail, proofreading skills, problem solving capabilities, strong organizational and multi-tasking skills. Must show initiative and be willing to take ownership of projects. Available to work before or after normal working hours as necessary in order to meet the demands of the job and needs of the firm.

Education

• College degree or equivalent.

Experience

• 3+ years’ experience in related field and responsibilities; minimum 2+ years’ management experience with enterprise and global responsibility.
• Project management experience required.