The Information Governance Analyst, under the direct supervision of the Information Governance Data Manager, is responsible for a broad range of strategic projects and initiatives relating to the adoption of effective electronic recordkeeping practices, including but not limited to processing electronic records received by the firm in conjunction with incoming lawyers or clients, assisting with the location and release of outbound electronic records, and applying appropriate retention schedules in accordance wth Firm policy. In conjunction with the Firm’s Technical Services Group, assist in the development of migration strategies to ensure the integrity of records and related metadata over the required lifecycle of the records as information systems are upgraded or replaced.
This role will be responsible for initiatives and projects spanning all offices, legal practice areas and administrative departments working with partners, senior legal staff and administrative managers. Some travel may be required.
Assist the National Records / IG Manager, IT and other Firm leaders in the ongoing implementation of the Firm’s records management system and RIM/IG operations, including workflow and use of technology.
Engage legal teams (attorneys, secretaries and staff) in developing workflows for receiving, storing, and retrieving electronic records ensuring all information is filed accurately according to established procedures. Assuring the accuracy and integrity of the Records Management System (RMS) and Document Management System (DMS) databases.
Consult with attorneys, information technology managers and outside parties on the processes and systems used for large-scale data transfers.
Propose and implement quality controls to ensure that large-scale data transfers are performed in a matter that ensures data is completely and securely transferred to an external party.
Document standard processes for information creation, access, classification, retention and disposition.
Substantial familiarity with Microsoft Office products, Microsoft SQL Reporting Services and SharePoint. Experience with document management system, accounting system and archival software preferred. Expertise with LegalKEY, and Intapp products a plus.
Continually assess the electronic records retention program, benchmarking against industry standards and best practices, to ensure appropriate information governance standards are met with respect to electronic records.
Provide firm-wide support and guidance for maintaining, updating and administration of email archiving permissions for records retention purposes, consistent with records management and IT guidelines.
Work with LIMO personnel to develop a strategy for the archival and storage of data from litigation support databases
Work with training personnel to design training programs to support Information Governance initiatives
Manage the legal hold process and coordinate the identification, collection and production of potentially responsive information in compliance with established policy and procedures
Assist with the implementation and maintenance of confidentiality policies and information barriers due to ethical, client or partner requirements
Oversee all requests for destruction of electronic records received from clients or per court orders
Manage the filing of physical records and electronic media into new and/or existing files. Gathers electronic records, modifies tracking system information, seeks approval, and prepares communications for the release of client and departing attorney files pursuant to Firm policy. Assists in preparing and archiving requests, inventory and release-approvals.
Understand all aspects of the Firm’s Information Governance Policy and Schedule and be able to articulate related obligations to staff and attorneys. Complete other projects as required to meet Firm goals and objectives.
EDUCATIONAL & EXPERIENCE REQUIREMENTS Combination of college degree involving information management and/or minimum of three years of information management, including electronic data, experience in a law firm and/or Information Governance Professional certificate.
Candidates with degrees in Business Management, Information Science or related field are preferred.
KNOWLEDGE, SKILLS, AND ABILITIES Proven experience with information management systems such as records management databases, litigation support tools and document management systems. Experience with LegalKEY or iRM is a plus.
Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally.
Knowledge and experience working with structured, semi-structured, and unstructured data.
Exceptional interpersonal skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
Dependable team player with interpersonal skills necessary in order to communicate, follow written and/or oral instructions, and to act independently and make decisions within scope of the position’s responsibilities.
Must have excellent troubleshooting, problem resolution, and follow-through skills, good research skills and the ability to identify and analyze and interpret complex records-related issues and inquiries and to recommend and implement solutions.
Proactive and able to provide information and training, and maintain effective relationships with a diverse group of attorneys, clients, staff, and contacts outside the Firm, in person, by e-mail and telephone with courtesy and diplomacy.
At Seyfarth Shaw LLP, we are leading the way to deliver legal services more effectively, more efficiently, more transparently. With more than 850 attorneys in the U.S., London, Shanghai, Melbourne and Sydney, we offer a national platform and an international gateway to serve your changing business and legal needs in litigation, employment, corporate, real estate and employee benefits. Recently, BT...I Consulting Group recognized Seyfarth as one of the nation’s best law firms for client service in its 2014 BTI Client Service A-Team Report, which ranks firms based only on client feedback that serve the Fortune 1000. Corporate counsel said Seyfarth “excels” in “Unprompted Communication” and “Anticipating the Needs of Clients” - key tenets of our SeyfarthLean client service model - where the firm ranked “Best of the Best.” Seyfarth also earned a spot on the Financial Times FT US Innovative Lawyers 2013 index. The recognition reflects the ongoing efforts of the firm to lead the way in integrating legal excellence with innovative client solutions that drive value.*Our London office operates as Seyfarth Shaw (UK) LLP, an affiliate of Seyfarth Shaw LLP. Our Australian practice operates as Seyfarth Shaw Australia, an Australian multidisciplinary partnership affiliated with Seyfarth Shaw LLP. For more information please visit www.seyfarth.com.