Records - Information Governance

Legal Records and Information Governance AssociateLocation: New York, NYJob Type: Full-TimeReports to: Lead or Customer Relations Manager (CRM)About the RoleWe are seeking a Legal Records & Information Governance Associate to manage legal records and ensure compliance with firm policies and regulatory requirements. This role is responsible for records management, legal matter mobility, and information governance (IG) while serving as a key liaison between attorneys, IT, administrative teams, and external stakeholders.The ideal candidate will have a strong background in legal records managementfile organizationdata governance, and compliance practices. They will help maintain secure, accessible, and compliant records while ensuring seamless legal matter transfers.Key ResponsibilitiesRecords Management & Compliance Maintain physical and electronic legal records in compliance with firm retention policies.Ensure accurate indexing, classification, retrieval, and storage of legal documents.Oversee the records lifecycle, including archiving and destruction per firm policies.Identify and resolve records transfer issues while ensuring compliance with client guidelines.Work with attorneys and staff to fulfill file requests efficiently.Legal Matter Mobility & Transfers Manage incoming and outgoing legal file transfers for attorneys and clients.Ensure records transfers comply with ethical, legal, and firm policiesObtain approvals and coordinate documentation for seamless transitions.Protect firm and client interests during legal matter transfers.Collaboration & Internal Communication Work closely with IT, attorneys, and administrative teams to streamline records transfers.Provide technical and logistical support for the movement of legal files and data.Ensure compliance with firm security and confidentiality policies.Identify risk factors in legal transfers and assist with mitigation strategies.External Partnerships & Stakeholder Management Collaborate with internal teams, general counsel, IT leads, and vendorsHandle compliance reporting and authorization obligationsAddress and resolve disputes or claims related to records transfers.Project Management Track and report on the status of legal matter mobility projectsMaintain comprehensive documentation of records transfers.Monitor service quality, performance, and client satisfactionProvide analytical reports on project outcomes and records management efficiency.Process Improvement & Information Governance Identify and implement best practices for records management and IG.Support the development and refinement of firm-wide policiesProvide training to legal and administrative staff on IG principles and proper records handling.Training & Compliance Awareness Conduct training sessions on legal records policies and proceduresStay updated on evolving regulations and best practices in records management and information governanceQualifications & ExperienceBachelor's degree in Business, Legal Studies, Information Management, or a related field preferredMinimum of 3 years of experience in legal records management within a law firm or corporate legal departmentFamiliarity with legal records retention policies, compliance standards, and document managementExperience with records management software (e.g., FileTrail, iCompli) is a plus.Strong knowledge of records lifecycle management and IG best practicesExceptional attention to detail, ability to manage multiple priorities, and work in a fast-paced environmentExcellent communication and interpersonal skills to liaise with attorneys, clients, and support teams.Proficiency in Microsoft Office Suite and familiarity with legal document management systemsBilingual or multilingual proficiency is a plus.Key CompetenciesClient-focused with high professionalism and discretion.Strong organizational and time-management skillsAbility to adapt to changing priorities while ensuring accuracy and efficiency.Analytical and problem-solving mindsetTeam-oriented, but able to work independently when needed.Technically proficient and eager to learn new systems and technologiesWhy Join Us?This is a fantastic opportunity to join a team dedicated to excellence in legal records management and information governance. You will play a critical role in ensuring compliance, security, and efficiency while working alongside top legal professionals. If you have a keen eye for detail, a passion for records compliance, and a drive for continuous improvement, we'd love to hear from you!

Created: 2025-03-07