Manager of Records and Information, Ropes & Gray – NY
Ropes & Gray is seeking a Manager of Records and Information. The Records Manager oversees firm-wide records management and is responsible for ensuring sound records management principles are adhered to in all offices including developing and maintaining appropriate policies and procedures. Works directly with attorneys, senior management, and outside vendors to ensure compliance with procedures. Responsible for directing the activities of department staff in support of departmental and firm goal, particularly the ongoing development of procedures that decrease the extent to which firm personnel rely on paper documents as official records. Also works to lead initiatives to mitigate risks and decrease costs associated with the storage of records.
ESSENTIAL FUNCTIONS:
- Defines core competencies and oversees the performance of department personnel ensuring firm policies and procedures are adhered to.
- Promotes an increased use and reliance on electronic versions of records to reduce the overall paper inventory retained by the firm. Educates attorneys and staff in records identification, imaging and shredding options to insure efficient and appropriate disposition of records. Advocates for transitioning practices and non-legal departments from physical to electronic records.
- Keeps current on developments in the records and information management field and introduces new processes, concepts and technology, as appropriate.
- Interfaces with practice group leaders, administrative chiefs and the office of the general counsel to develop, implement and oversee the document retention schedule. Provides guidance for systematic control of the content.
- Establishes procedures and provides guidance on the transfer of client and firm records to and from the firm. Works with legal technology to ensure compliance of preservation orders and protective orders.
- Makes recommendations regarding department resourcing. Responsible to set performance expectations for team members, develop plans for their ongoing skill development, and provide regular performance feedback.
- Work closely with department supervisors in addressing performance management concerns. Seeks direction from Human Resources when necessary to address performance/disciplinary issues.
- Assists Manager, Records and Information Management in managing department budget. Identifies and implement cost control policies and procedures.
- Leads, and participates on, cross-functional and firm-wide teams responsible for analyzing and making recommendations regarding effective lifecycle management of paper and electronic records, and the use of technology for ensuring the security, availability, and retention of the Firm’s records.
- Partners with Human Resources in the recruiting and performance evaluation processes; develops appropriate training for staff.
- Negotiates and manages outside storage accounts, reviews procedures and services to assure proper level of service is provided by vendors.
- Prepares regular status reports (verbal or written) on team activities, projects, and other initiatives.
OTHER RESPONSIBILITIES:
- Perform other work-related duties as assigned.
- Travel, as necessary.
Requirements:
EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
- BA or BS degree required. Advanced degree in information management is desired.
- Certified Records Manager (CRM), Information Governance Professional (IGP) or similar certificate preferred.
- Minimum 7 years experience with a detailed knowledge of records management systems with at least three years in a management/supervisory capacity. Strong management people management experience required.
- Knowledge of electronic records management systems and best practices required.
- Experience with document management systems and proficiency in Microsoft Office preferred.
- Excellent verbal and written communications skills and an ability to interact with all levels of firm personnel.
- Strong attention to detail and high degree of accuracy
- Ability to adapt to changing demands and priorities
- Ability to work collaboratively across multiple practice groups, departments and offices.
- Ability to concurrently manage multiple projects
- Previous experience in a law firm, supporting a multi-office environment, preferred.
