Based in our Chicago office, the Senior Records & Information Management (RIM) Specialist plays a key role in the marketing, training and support of records and information management products and services. The team member will work closely with RIM management and key stakeholders in the firm’s Chicago office to promote the use of iManage workspaces for the storage of e-mail and electronic client and business records and the use of iManage Records Manager (IRM) for the management of physical records. Working with others in RIM, Knowledge Management (KM), Information Technology (IT), Legal Knowledge Management (LKM), operations and office of the general counsel, this position supports attorneys, paralegals, secretarial services and other admin groups in their use of IRM, iManage, and other relevant tools.
Promote the use of iManage by working with attorneys, paralegals, secretarial services, trainers, KM and RIM, to encourage adoption of, and compliance with the firm’s RIM and document management system policies. Gather feedback and make recommendations to the iManage Product Manager and Senior Manager of Information Governance for enhancements and modifications to document management processes and procedures.
Provide ongoing support for iManage workspaces by training key stakeholders on the proper use of the system and ensuring practice group-specific filing guidelines are being followed.
Create, edit and track existing physical records in IRM.Scope of responsibility also includes researching file activity history, auditing for inactive or misplaced records and archiving closed records for off-site storage.Manage relationship with Access, Chicago’s offsite records storage vendor.Work with vendor to also facilitate file destruction projects, as needed. Assist with annual budget process related to off-site records storage in these offices.
Work with Enterprise Systems (ES) and RIM to assist with migrating content from firm file shares, local user drives, SharePoint and Exchange into iManage.Meet with content owners, define requirements and ensure accurate and seamless migration of content.
Consult with intranet team and iManage Product Manager to drive to use of iManage as a content management system for the firm’s intranet and extranet sites.
Liaise with RIM mobility & disposition coordinator to assist in the coordination and oversight of the transfer-in and transfer-out of client documents for Chicago based attorneys and clients.Review and approve requested client and attorney personal material in accordance with RIM processes and procedures.
With assistance from ES, and iManage Product Manager, analyze annual metrics related to use of iManage and on-demand folders by Chicago office users and be able to convert analysis of reports into actionable items to improve compliance.
Identify business process improvement opportunities, under-utilization of RIM products and services and technical training opportunities and be able to provide useful feedback to Senior Manager of Information Governance, iManage Product Manager and Manager of RIM.
Working with the Chicago office administrator, secretarial services manager and RIM personnel, assist with the onboarding and departure procedures for lateral partners, associates, paralegals and staff.
File email belonging to departed attorneys to iManage.
Manage projects as needed and promote RIM best practices.
EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
Bachelor's degree required. Degree in a relevant field strongly preferred.
Three to Five years of law firm experience in the area of records or document management, knowledge management or legal technology required.
Two plus years experience supporting iManage or other legal document management system required.
Two plus years experience supporting LegalKEY, IRM or other legal records management system required.
Strong business analysis and project management skills.
Experience in technical training desirable.
Experience with the use of Relativity or similar litigation review tools desirable.
Ability to work with a variety of people at all levels within the organization.
Exceptional attention to detail, strong analytical, troubleshooting and problem solving skills.
Excellent customer service orientation, positive, proactive manner.
Must have strong written and oral communication skills and be able to explain concepts and provide direction to all levels of staff and attorneys.
Solid presentation skills important.
Ability to organize, plan and carry out multiple projects simultaneously.
Must be both a self-starter, a team player and need to be able to work independently with a limited amount of direct on-site supervision.
Normal office environment and schedule, but must be available after normal business hours as needed.
Travel to our various US offices as required.
The above is intended to describe the general content of and requirements for the performance of this job. It is not intended to be construed as an exhaustive statement of essential functions, responsibilities or requirements.
Ropes & Gray LLP is a preeminent global law focused on providing the highest-quality advice on our clients’ critical legal and business issues. Our global team of 2,500 talented professionals regularly helps clients meet high-stakes challenges, solve complex problems and achieve key goals. These colleagues work together across a global office network that includes offices in Boston, Chicago, Hong... Kong, London, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Tokyo and Washington, D.C.
We are a contemporary firm that can bring more than 150 years of legal and institutional history to bear on the challenges clients face in today’s global, 24/7 business environment. Our collaborative approach gives our clients—which include many of the world’s most respected companies and institutions—ready access to leading corporate, litigation, transactional and regulatory lawyers whose knowledge and experience span industries and geographies.
With an international presence, we focus primarily on the asset management, technology, life sciences, health care and real estate industries. Our clients include global industry leaders, financial institutions, investment firms, private equity firms, hospitals and health care organizations, educational institutions and individuals.
We have consistently been recognized for our leading practices in many areas, including private equity, M&A, life sciences, health care, finance, investment management, hedge funds, tax, real estate, intellectual property, business and securities litigation, government enforcement, antitrust, and privacy and data security.
A key element of the firm’s strategy is an intensive focus on business development. There is significant upside potential in the platform both through expanding and broadening existing relationships as well as attracting new clients. Key aspects of that drive will include client-level planning and execution processes, traditional law firm marketing, and development of partners’ capabilities with respect to all aspects of client acquisition and relationship development.
Ropes & Gray is an equal opportunity employer.