Under limited direct supervision, the Records Manager is responsible for utilizing in-depth knowledge of established records management theories to develop, maintain and implement efficient systems and practices for the creation, use, maintenance and disposition of client and administrative records.
He/she will manage the implementation of and compliance with the firm's Records Management program. He/she will represent the Chicago offices' concerns and unique needs when contributing to the refinement of the Records Management program and strategy.
This individual will develop strong working relationships with the Chicago offices' lawyers, paralegals, secretaries and administrative management to understand their records management needs and working practices. He/she will drive changes needed to working practices to accomplish the objectives of the Records Management program and strategy, including the adoption of electronic recordkeeping practices.
Manage records management operations, ensuring lawyers, paralegals, secretaries and administrative management are supported and leading practices are followed; ensure the firm's exposure to risk with records issues are avoided.
Serve subject matter expert and internal consultant on records management.
Provide advise on operational and compliance responsibilities relating to the lifecycle management of client and administrative records. Oversee the maintenance of a systematic and legally defensible practice to discard unneeded information.
Logically analyze records management issues and offer solutions to correct and/or prevent reoccurrence of the issues.
Consult with lawyers, paralegals, secretaries and administrative management on records management issues, includes the creation and maintenance of electronic files.
Participate in, and occasionally lead, firmwide projects. Work collaboratively with peer Records Managers in support of firm directives and projects.
Manage the effect of office changes of the Records Management program.
Manage staff, set performance expectations, develop professional growth plans, provide ongoing performance feedback and complete annual performance reviews.
Recommend staffing changes, including new positions, as needed. Recruit and recommend new hires.
Oversee transfer of records to outside records storage vendor.
Promote the utilization of records and document management systems. Lead efforts to ensure quality of profile metadata.
Process and coordinate the intake of email, documents and files for incoming attorneys.
Process and coordinate the transfer of email, documents and files for departing attorneys.
Responsible for securing hardcopy files subject to ethical and confidential screens.
Manage records retention and disposition process in compliance with the firm's records retention policy, including the coordination of activities with off-site records storage vendors.
Responsible for ensuring that records subject to an Office of General Counsel document hold are identified and preserved. Implement the document hold release process for the resumption of records destruction.
Manage security and protection of the firm's records held in on-site and off-site storage facilities.
Manage annual records inventory/audit of all hardcopy records managed by the office.
Plan, develop and conduct records management education sessions in conjunction with the Training department, including new lawyer and employee orientations.
Monitor service level agreements with service providers. Raise performance issues and secure resolution.
Track key performance indicators and prepare reports for Director of Records Management that measure the state of the office's Records Management program.
Measure and report office's compliance with the Firm's Records Management program requirements.
To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (the “Duties”) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. Employees or applicants who need an accommodation should contact Human Resources. If you need such an accommodation, please email email@example.com (current employees should contact Human Resources).
Education and/or Experience:
Associate's or Bachelor's degree or equivalent experience in records management and/or information governance certifications, educational courses and/or seminars.
A minimum of five years of records management, information governance or related experience.
A minimum of three years of supervisory and/or management experience.
Proficient in Microsoft Word, Microsoft Excel and Microsoft PowerPoint.
Professional designation as a Certified Records Manager (CRM) or Information Governance Professional (IGP).
Proficient in records or content management applications.
Other Skills and Abilities:
The following will also be required of the successful candidate:
Strong organizational skills
Strong attention to detail and good judgment
Strong interpersonal communication skills
Strong analytical and problem solving skills
Able to work harmoniously and effectively with others
Able to preserve confidentiality and exercise discretion
Able to work under pressure
Able to manage multiple projects with competing deadlines and priorities
Required to occasionally lift and move records storage boxes weighing up to 40 pounds.
Sidley Austin LLP is an Equal Opportunity/Affirmative Action Employer.