The File Transfer Coordinator is responsible for managing all aspects of records management associated with mitigating risk and maintaining legal and ethical compliance including, but not limited to, client file transfers (incoming and outgoing), subpoena responses (Firm), litigation holds and general ESI collections. This position collaborates with the General Counsel’s Office and the Legal Department Operations Managers to obtain approvals and coordinate risk & compliance tasks.
Duties & Responsibilities:
Execute defined procedures to ensure compliance with records management policies and procedures according to established Firm standards.
Maintain a thorough working and training knowledge of the records management system and its functionality.
Describe procedures and standards to others; interprets instructions; maintains documentation of procedures.
Using the Firm’s records management system, performs all day-to-day tasks associated with file creation, circulation, maintenance, storage and final disposition of physical files.
Coordinate daily work tasks as required.
Track and maintain records of client authorizations required for the transfer of records.
Coordinate the transfer of electronic data using secure methods.
Identify, organize and export client/matter workspaces from the document management system, email files, files in shared drives and litigation support databases.
Serve as the primary contact for the receiving or prior law firm and/or attorney or client regarding status, questions and encryptions/passwords for client transfer data.
Review incoming electronic content to mitigate risk of conflicting client materials.
Assist in responding to subpoenas issued to the Firm by locating electronic and physical files for collection and processing.
Work with IT and other Firm departments to address any issues regarding collection and transfer of ESI.
Provide advice, technical consultation, and guidance by analyzing and resolving problems and evaluating established methods of data collection.
Coordinate the application and maintenance of litigation holds.
Coordinate collection/receipt of physical files with the Records staff for all transfers, subpoena responses and litigation holds.
Process vendor invoices as needed.
Train and support Firm administrative staff in the use of FileTrail records management software.
Train and support Records staff.
Conduct new hire orientations for attorneys and other firm personnel as assigned.
Work closely with the Director of Information Governance to design and implement Records Dept. solutions, processes and procedures.
Respond to attorney, secretary, paralegal, and team member questions and concerns.
Other duties as assigned.
Education & Experience:
Bachelor’s Degree is required.
Minimum 5+ years of records management experience, preferably in a law firm, is required.
Certified Records Manager (CRM) preferred; Certified Records Analyst (CRA) required.
Working knowledge of records management principles and best practices.
Ability to work independently, with minimum supervision.
Demonstrated aptitude for problem-solving, attention to detail, and managing issues to satisfactory closure.
Proven resilience and adaptability in a fast-paced work environment.
Excellent analytical, organizational, interpersonal, communications (both oral and written) and customer service skills with the ability to interact effectively with all levels of Firm personnel.
Team-oriented with the ability to work independently, with minimal guidance, and possess strong technical skills.
Exercises excellent judgment and discretion with an exceptional work ethic.
Solid working knowledge of Microsoft Office, Outlook, and FileTrail (or similar records management software). Advanced searching capabilities in Outlook, PST files and iManage (DeskSite, FileSite), Prosperoware (Milan - DMS import/export tool), Evault (archived email), SharePoint (or similar file collaboration software), FTP (FileZilla, ShareFile, Box etc), WinRAR.
Must be able to routinely retrieve and distribute files, boxes and supplies weighing up to 40 pounds; operate carts or other similar device; retrieve/replace files/boxes from shelves of up to eight feet high.
Supervisory Responsibility – This position does not have any direct reports.
Work Environment – This position operates in a professional office environment.
Position Type/Expected Work Hours – This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m., with one hour for lunch. Evening, weekend, and overtime work may be required as job duties demand.
Travel –Travel is not expected for this position.