Friedman Williams
Information Governance Manager New York NY
Job ID: 16671
Overview: As an Information Governance Manager, you will be responsible for coordinating all primary functions of the Information Governance Operations team, including data management (both physical and electronic), data intake, data releases, destruction requests, data access requests, and records retention. The Manager exercises judgment in ensuring that firm policies and procedures are followed and understands how ethical, legal and client obligations impact the storage, organization, and transfer of data in a global environment. The Manager advises attorneys, legal professionals, and staff about information governance best practices, data privacy and security issues, and other risk management issues. The Manager also provides training for personnel on a variety of information governance topics, while accomplishing these and other critical functions:
Responsibilities:
Overall Responsibilities
• Coordinating all major functions of the department with minimal supervision, including overseeing junior staff work, ensuring accuracy and efficiency, working cross functionally with various business services teams and attorneys.
• Create and maintain information governance policies and procedures for the firm.
• Possess a thorough understanding of information management, security, and privacy principles and update processes and procedures of the firm regularly to keep up with information governance demands.
• Advise firm personnel on the appropriate locations where data should be stored; acting as a resource regarding various Information Governance questions for staff, attorneys, and other users, and providing instruction and training as needed.
Data and Records Lifecycle Management
• Coordinating and performing all Information Governance processes including data intakes, releases, destructions, and data access procedures for the firm.
• Developing, maintaining, and coordinating appropriate oversight mechanisms to track data through its lifecycle and various firm systems.
• Communicating regularly with firm personnel, clients, and third parties to ascertain the status of client matters to ensure data is handled and maintained appropriately wherever it resides.
• Provides guidance and operational support for legacy data retention projects relating to client and firm data.
• Leads initiatives to minimize the onsite storage of paper records in all offices.
• Conducts data analysis and proposes approaches to identifying unstructured data by client matter and work with information technology on migrating data to standard client matter file directories.
• Proposes new and improved workflows for client and administrative records retention review.
• Ensures proper information security controls are in place for client and firm data.
Electronic Recordkeeping Practices
• Drives changes needed in working practices and law firm culture to accelerate the adoption of electronic recordkeeping practices.
• Ensure the proper archival of work product (emails, OneDrive, Microsoft Teams).
• Facilitates large scale secure data transfers to external parties. Leads “meet and confer” meetings with attorneys, information technology staff, and/or external parties to discuss protocols and scope of data transfers and implements quality controls around the process.
• Provide oversight and feedback of current practices by Information Technology related to the re-naming folders, moving documents from workspaces, and opportunities for cabinet consolidation in NetDocs.
• Reviews and provides feedback on the configuration of firm applications used for the management of electronic records.
• Performs and documents business analysis, develops functional specifications for records and information governance systems and ensures that records and information governance system user interfaces are designed for ease of use and tailored to the needs of attorneys.
• Work with InfoSec team to complete regular audits of access to data and report any suspected activities.
• Work with Information Technology and the Managing Attorney’s Office on any Legal Hold requests.
• Work alongside information technology to develop processes and procedures for precedent access and storage.
This role requires extensive knowledge of legal recordkeeping and experience with technology solutions related to records management. The position will also require analytical skills to design audit measurements to ensure the integrity of records and related metadata during the information lifecycle. The Manager will interact with differing levels of the firm including lawyers, legal staff and office administration.
Qualifications:
• Minimum of five years of records or information management; specific experience in a law firm is preferred. A current Certified Records Manager (CRM) certificate or committed willingness to obtain one is highly desirable. PMP or IGP certifications are also highly regarded.
• Bachelor’s degree required with an emphasis in Business Management or Information Science preferred.
• Experience with records management software, such as FileTrail or LegalKey preferred. Candidates with extensive background with relational databases and information management systems will be considered.
• Expertise with Intapp security products (Walls, Activity Tracker) and NetDocs document management systems, Microsoft O365 Compliance, accounting systems and archival software solutions is a plus.
• Excellent time management skills, including the ability to set priorities, flex with changes in requirements and meet deadlines.
• Excellent oral and written communication skills; excellent interpersonal skills