Records and Information Governance Analyst (DFM #924)

Company Confidential

International law firm in downtown Dallas is seeking a Records and Information Governance Analyst (RIG) who will receive direct supervision from the regional RIG manager.  This position works as a member of the RIG team and is responsible for ensuring the accurate and timely collection and transfer of data, ensuring the creation, maintenance, circulation/tracking and disposition of client/matter files utilizing the Firm’s automated records management system (RM system) and document  management system (DM system); maintaining physical records centers,; providing basic functional support to end users of the RM and DM systems; and working on special departmental projects as assigned by the manager.  This is a full-time, non-exempt position in their Dallas office.

 

Essential Job Duties and Responsibilities:

The following functions and responsibilities represent the core of the RIG Analyst position.  Specific responsibilities under each area may vary slightly between offices.  All tasks are performed in accordance to established Firm procedures or at the direction of the firm wide records manager of records services.

Management of Electronic and Physical File Content

-Assists with storage, end user retrieval, scanning and retention of electronic client matter data.

-Processes incoming electronic file materials by incorporating materials into existing electronic work spaces or by creating new electronic folders and subfolders to accommodate new data.

-Assists with import and export of electronic client matter data.

-Monitors email traffic for new matter, change matter, and close matter notifications for files.

-Processes incoming physical file materials into physical client/matter files and maintains high quality, accurate physical file organization.

-Conducts periodic barcode scans of files located in lawyer and staff offices, work rooms and conference rooms and uploads scanned data to the RM system to update file location information.

-Prepares closed matter files for shipment to offsite storage facility and recalls and returns boxes from offsite storage facility as requested.

Disposition of Client/Matter Files

-Processes files for specified matters to transfer to client or other law firms; sets dispositions in the RM system for all transferring folders.

-Assists with review of client matter files in preparation for deletion and destruction pursuant to the Firm retention and destruction policy and sets disposition in the RM system.

RM and DM System Support

-Answers queries from lawyers and staff regarding use of the RM and DM systems, including file categorization and organization, requesting the creation of new files, requesting to check-out files, searching the RM system, and saving emails and electronic documents to the RM system.

-Answers technical questions escalated from IT and reports on system errors to the regional RIG manager.

Administrative Support

-Orders records supplies when needed.

-Assists with off-site storage and document shredding vendor relationships.

Other Duties & Responsibilities

-Works independently with oversight from the manager, takes responsibility for special projects as assigned by the manager.

-Assist other members of the RIG staff with overflow work as directed by the regional RIG manager.

Qualifications

Required:

-Associate Degree or higher.

-Minimum of 3 years work experience in information governance or records management.

-Experience using Microsoft Office applications, including Outlook, Excel and Word, and strong familiarity with the Microsoft Office suite.

-Advanced computer and software and application skills.

-Ability to work effectively with a wide range of individuals.

-Strong detail orientation.

-Ability to organize and maintain electronic and physical files.

-Ability to organize and prioritize numerous tasks, adjust to changing priorities, and complete tasks under time constraints.

Preferred

-Experience using iManage Work 10, iManage FileSite, and iRM.

-Experience using Prosperoware.Milan or CAM.

-Experience using LegalKEY and Attorney Desktop.

-Experience with database applications.

-Experience working in a law firm or corporate legal environment.

 

The Firm provides an excellent benefit package along with beautiful offices in downtown Dallas!

 

Salary:  Depending Upon Years of Experience!

 

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