Openings >> Information Governance Specialist
Information Governance Specialist
Summary
Title:Information Governance Specialist
ID:73062
Department:Staff
Location:Chicago, Illinois
Salary Range:N/A
Salary Range *Note*:N/A
Workplace Type:N/A
Description

INFORMATION GOVERNANCE SPECIALIST

 

Hinshaw & Culbertson LLP, a national law firm, currently has a full-time employment opportunity for an Information Governance Specialist in our Chicago office. We offer competitive compensation and an excellent benefits package.

 

POSITION SUMMARY:

The Information Governance (IG) Specialist is responsible for implementing and overseeing the Firm’s policies and

procedures for the transfer of electronic and physical client matter records to and from the Firm related to legal personnel arrivals and departures, by liaising with incoming and departing legal personnel and other associated law firms, legal departments or corporations.  The IG Specialist is also involved in coordinating the return of records to clients upon request or at the conclusion of any engagement.  The IG Specialist may also coordinate movement of physical records between offices and within the Firm and between various IT systems used for the storage and use of client and Firm records. 

 

Ensure that the following activities occur in accordance with Firm approved records management and Information governance policies and procedures. Duties include:

 

DUTIES AND RESPONSIBILITIES:

  • In coordination with the National Records Manager and the Director of Risk Management, develops strategic plans and program modifications and adjustments to meet the evolving needs of the Firm and ensure compliance with various client, legal and ethical mandates.
  • Develop guidance, processes, and tools/controls to ensure Firm data is structured and secured appropriately.
  • Utilize database skills to effectively analyze large data sets.
  • Develop migration strategies and validation techniques to ensure data integrity of client and Firm data across systems.
  • Use automation tools to migrate data from unstructured repositories to secure storage.
  • Identify and contain risk relating to information management and foster a compliance culture.
  • Provide practical recommendations and solutions to management regarding complex and/or technical issues that relate to the management of client and Firm Business information.
  • Lead cross functional teams to facilitate governance of information and management of best practices at the Firm.
  • Coordinate the development and maintenance of supporting procedures.
  • Ensures client requests for return or transfer of records are properly and timely processed and that transfer to client processes are followed and documented.
  • Respond proactively to both business and project issues and escalate appropriately.
  • Understand policy and process distinctions between legal representation records and Firm business records.
  • Extensive use of the Firm’s Records Management System (RMS), including research, reporting, troubleshooting, and use of advanced functionality to manage records retention. 
  • Assist with Department projects and coordinate project work teams as assigned by the National Records Manager.
  • Performs routine audits of files in circulation and updates the RMS.

MATTER MOBILITY (Matters coming into or being transferred out of the Firm)

  • Coordinates Matter Mobility procedures with new lateral attorneys; coordinates meetings, explains and educates arriving personnel on processes and requirements, and communicates with records personnel from which inbound records originate.
  • Coordinates and documents all record transfer activities, including approvals, receipts and acknowledgements.
  • Performs electronic data collection, imports, exports, migrations, and deletions following approved policies and procedures.
  • Conducts or coordinates database integrity audits, transfer audits and record reviews to ensure records are imported and exported according to applicable criteria.
  • Ensures inbound records are correctly classified and assigned to the correct client matter and imported into Firm approved records repositories.
  • Arranges for transfer or transport of records, using cost effective and secure channels or communication and data transfer, according to data handling and security protocols.
  • In conjunction with the Firm’s compliance functions, ensures correct retention schedules apply to inbound records.
  • Understands and applies applicable jurisdictional rules, procedures and processes related to the Firm’s obligations with regard to client file transfers.
  • Where necessary, secures client awareness and consent for records transfer processes.
  • Ensures all transfer requests are timely documented, and that transfer is implemented in accordance with the Firm’s security and data handling policy and protocols.
  • Collect, analyze, document and execute business requirements relating to the information lifecycle of Client Representation and Firm Business records.

DATA COMPLIANCE & DISCOVERY

Records Retention

  • Ensure Client Representation and Firm Business record information is preserved or destroyed in accordance with the Firm’s Records Retention Policy and Schedules.
  • Oversees and manages the records retention program.
  • Execute an effective system of controls for the retention of Records in on-site offices and all contracted commercial records storage repositories.
  • Conduct analysis and data remediation tasks specific to Records to maintain quality and accuracy controls, integrity and data authentication.
  • Under the direction of the relevant billing attorney – or their designee, prepare notifications (public or otherwise), and, correspondence to clients, relative to retention/disposition activity of Records.
  • Prepare and properly retain accurate documentation relative to retention and disposition activity of Records, including disposition eligibility reports; memoranda to decision-making personnel (i.e. billing attorneys, business unit managers and responsible IT system administrators; and executed disposition records).
  • Contribute to training initiatives and awareness campaigns to promote professional obligations and best practices specific to proper retention and disposition of Records.
  • Compile accurate and complete Records Management System (RMS) reports based on requested criteria.
  • Coordinates the implementation of retention requirements into all firm approved records repositories.
  • Manages and coordinates retention staff activities, including providing timely feedback and direction.

Ethical Walls / Legal Holds / Data Discovery

 

Assist with and execute projects relating to the Firm’s data. Under the direction of the National Records Manager, the IG Specialist will support electronic data, data compliance, and data governance initiatives.

 

  • Meet and confer with legal teams and the General Counsel to define the scope and reason for legal holds/preservation orders and ethical walls.
  • Work closely with the General Counsel to draft and send compliance related notices for legal holds/preservation orders, protective orders/destruction orders to relevant timekeepers and support personnel.
  • Coordinate with in-house counsel to collect electronic data for internal review of information related to subpoenas directed to the Firm, as well as information requests from internal teams.
  • Create, refine and perform searches for and reviews of client data throughout network, in locations such as current and former timekeeper Outlook accounts, shared drives, et al., harvesting information accurately and thoroughly from complex sets of criteria; applying critical thinking when reviewing data, ensuring relationships between data are discovered and incorporated in results; utilizing widely varied applications to search, extract, and/or copy data effectively;
  • Assist attorneys with document review.

Data Privacy

  • Coordinate with Security teams to ensure appropriate controls are in place to enforce confidentiality, privacy, and security obligations for protected information.
  • Advise legal teams on how to manage protected information.
  • Work closely with Data Privacy and Security teams to review and respond to security questionnaires and due diligence requests.
  • Conduct access entitlement reviews of matters involving sensitive information.

Qualifications and Prior Experience:

 

  • Associated degree in relevant field such as IT, Computer Science, Information Management, Knowledge Management or Library Services or equivalent work experience.
  • Experience with one or more records and document management enterprise technology solutions used for the management of both physical and electronic information, e.g. Autonomy iRM, HP WRM, ARM, FileSurf, LegalKey, NetDocuments, Autonomy WorkSite, Relativity or ability to learn them.
  • Excellent organizational skills; analytical, detail oriented and methodical.  Self-motivated and able to adapt to shifting priorities.
  • Excellent written and oral communication skills, strong commitment to customer service and ability to communicate with all levels of the organization.
  • Strong knowledge of information management and/or information governance processes and technologies.
  • Law firm or legal industry experience.
  • Demonstrated proficiency in creating, securing, using, and administering Relativity workspaces, including the processing and loading of data.
  • Understanding of the litigation lifecycle and its impact on eDiscovery.
  • Working knowledge of the Electronic Discovery Reference Model (EDRM).
  • Working knowledge of electronic data storage applications, SQL and SSRS.
  • Demonstrated leadership aptitude, with an ability to coordinate work teams, as assigned.
  • Aptitude and interest in information technologies, critical thinking, and interpersonal skills is necessary.
  • Must be capable of analyzing data, understanding technology, effectively prioritizing tasks/projects, and communicating complex and/or technical topics relating to IG to those who have no prior knowledge of the Firm’s systems and policies.
  • Proficiency in MS Office applications.
  • Able to work well independently. Strong team player and able to build relationships within the Department and the office with developed interpersonal skills.
  • Exposure to risk management aspect of records management programs.  Able to discern when variances in practice and procedure present risk exposure to the Firm.
  • Exposure to project management methodologies and able to complete project tasks on time.
  • Strong communication skills, including ability to train and to write organized, clear memoranda, reports and e-mail.  Able to explain complicated concepts to customers.   Advanced customer service skills, and ability to work with customers to solve difficult problems.
  • Developed judgment and discernment skills.
  • Self-motivated and able to work independently.
  • Successful at multi-task management.
  • Ability to lift and move boxes up to 50 pounds.

 

As an EEO/AA employer, Hinshaw & Culbertson LLP will not discriminate in its employment practices due to an applicant’s age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, protected veteran or disability status or nay other factor prohibited by law.

 

 

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