The Records Mobility and Disposition Coordinator (RMDC) has a significant leadership role in the department supporting key strategic objectives particularly around ongoing compliance of the firm’s records retention policy and file transfers. Specifically, the RMDC is responsible for (1) meeting with business leadership, attorneys, and chiefs of administrative departments to gather requirements for the retention of firm and client records; (2) administering the firm’s incoming and outgoing file transfer process; and (3) contributing to firmwide efforts to decrease the reliance of storing physical records. Candidate must be a precise communicator, highly detail oriented, self-motivated, possess effective assignment oversight and process training capabilities, and be capable of managing multiple assignments simultaneously. Although the RMDC is not responsible for managing staff directly, success in the role is dependent upon the establishment of a strong functional relationship between the RMDC and other internal and external department professionals.
File Transfers/Matter Mobility. In accordance with the records management policy, serve as the central point of contact for the office of the general counsel in receiving and processing outgoing file transfer requests. Organize data collections and assign associated tasks (emails and document review) to junior and senior records analysts, providing training, guidance and oversight as appropriate. Communicate effectively, as appropriate, with internal and external stakeholders to manage process expectations. Oversee the entire lifecycle of the outgoing file transfer process from receiving the initial request to ensuring the documents have been transferred and the records management database updated.
Records Disposition. In accordance with the firm retention policy, oversee the entire lifecycle of the periodic records disposition process. This includes assembling and reviewing lists of matters containing records eligible for disposal; notifying responsible attorneys, as appropriate; responding to any business case requests to extend retention period and negotiating directly with responsible partners, as appropriate. Complete records disposal procedures include, but are not limited to, researching client contact information, communicating with clients, vendors and IT. The RMDC will assign associated tasks to junior and senior analysts, providing training, guidance and oversight as necessary, consistent with the policy.
Ensure quality assurance for all phases of the records transfer and destruction process including, but not limited to accurate review of eligible matters and content, removing or scrubbing content not suitable to be transferred or retaining content with an indefinite retention period or vital record status.
In the absence of the record supervisors, report quality control and/or records analyst performance issues to his or her direct supervisor. Assist supervisors and manager with performance management of team members, and provide routine coaching and mentoring to staff.
Lead projects and provide ongoing support and guidance to records staff, providing status updates to manager throughout lifecycle.
Recommend and implement solutions that adhere to records management best practices and standards. Keep up with trends in the industry, particularly around risk mitigation and compliance as it relates to records and information governance.
Design and implement staff training and professional development initiatives.
Perform other work-related duties as assigned.
Travel, as necessary.
Organize and prioritize numerous tasks and complete them under time constraints.
Work within a multi-office, virtual team environment.
Communicate effectively with all levels of personnel, including lawyers, firm management and clients of the firm.
Supervise the work of others, as needed.
EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
Bachelor’s degree required.
Three years of records experience in a law firm environment required.
Experience working with electronic records required.
Prior experience coordinating team effort preferred.
Demonstrated ability to work both independently and as part of a team is essential.
Clear and precise communication skills.
Experience working with IP, trust, litigation and transactional law records preferred.
Proficiency with Microsoft Office applications, particularly Excel and Outlook.
LegalKEY Records Management software experience preferred.