Friedman Williams
Legal Records Manager Long Island New York
Job ID: 19883
My client, an established and well known Law Firm, is looking for a Legal Records Manager.
The Records Manager will be responsible for overseeing the management, organization, and maintenance of the firm’s physical and digital records. This position ensures that the records department operates efficiently, maintaining a comprehensive records retention policy, and supporting the onboarding of lateral partners by properly processing their client files. The manager will lead a team of file clerks and work closely with legal, administrative, and IT teams to ensure compliance with legal requirements and internal policies. Additionally, the manager will be tasked with liquidating the firm’s storage facility and developing policies for digitizing and managing records.
Key Responsibilities:
* Oversee the creation, maintenance, and archiving of all physical and electronic records.
* Ensure proper indexing, cataloging, and retrieval of records.
* Supervise the daily activities of file clerks, assigning tasks and managing workflow.
* Develop, implement, and monitor the firm’s records retention policy
* Ensure compliance with applicable legal and regulatory retention requirements.
* Work with partners, associates, and support staff to ensure firmwide adherence to retention schedules.
* Collaborate with lateral partners to review and properly integrate their records into the firm’s system
* Ensure that all transferred records meet the firm’s standards and policies
* Manage the organization and upkeep of the file room to ensure proper storage and accessibility
* Ensure security and confidentiality of all records
* Develop and implement procedures for offsite storage and retrieval of records
* Maintain inventory of records stored offsite and coordinate with vendors, such as Iron Mountain, for storage and destruction services
* Develop policies and procedures to liquidate the firm’s storage facility, which contains approximately 35,000 cubic feet of client and firm records
* Coordinate the destruction of records in accordance with retention policies and regulatory requirements
* Implement digitization of records as needed, ensuring they are stored and managed properly in the firm’s digital systems
* Provide a detailed cost analysis for both the liquidation and digitization of records, balancing short-term costs with long-term savings.
* Lead, train, and mentor a team of file clerks
* Conduct regular performance reviews, providing feedback and development opportunities.
* Ensure adequate staffing levels and manage schedules to meet the firm’s needs
* Regularly audit records to ensure compliance with the firm’s retention policies and regulatory requirements
* Work with the IT department on implementing and maintaining digital records management systems.
* Liaise with external vendors for records storage and destruction, ensuring cost-effective services
* Manage the department’s budget, including tracking expenses for offsite storage and destruction
In order to be considered for this job opportunity you must have the following:
Bachelor’s degree in business administration, information management, or related field preferred
.• 5+ years of experience in records management, preferably in a legal environment.
• Knowledge of legal and regulatory requirements related to records retention and destruction
.• Experience with records management software and systems.• Strong organizational, communication, and leadership skills.
• Ability to work independently and manage a team effectively.
• Familiarity with offsite storage vendors and services, such as Iron Mountain.
Preferred Skills:• Certification in Records Management (CRM) or Information Governance.• Familiarity with onboarding lateral partner files.• Experience developing and implementing records retention policies in a legal setting.• Expertise in liquidating large-scale storage facilities and digitizing records.• Ability to perform cost-benefit analysis for records management projects.
For immediate consideration please email your resume to jmartinos@friedmanwilliams.com and call James Martinos on 732-965-1094