Proskauer Rose is one of the nation's largest law firms, providing a wide variety of legal services to clients throughout the United States and around the world from offices in New York, Los Angeles, Chicago, Washington, D.C., Boston, Boca Raton, Newark, New Orleans, Paris, London, Sao Paulo, Hong Kong and Beijing.
Proskauer is seeking a Manager of Records to be responsible for developing, maintaining and implementing efficient data systems for the creation, use, maintenance and disposition of client and administrative records, both hard copy and electronic.
Responsibilities include but are not limited to:
Using knowledge of established records and data management theory and procedure to develop, implement and document departmental policies and procedures relating to information governance, records risk management, inactive records storage management, and records and data lifecycle management, including records retention/destruction program and recommending automation enhancements.
Working cross-functionally to assess, maintain, acquire and implement equipment, supply, space and technology for effective records management.
Overseeing the Firm’s records mobility program, including facilitating lawyer arrivals and departures; transfer of files to clients, co-counsel and other outside related parties; inter- and intra-office file transfers; and auditing court document indexes and calendar listings.
Overseeing design, development and administration of automated records management system.
Enhancing user services and relationships, including third-party vendor relationships for all records management functions; communicating effectively with third-party vendors to level set customer service expectations, establishing professional working relationships and troubleshooting contract compliance issues that compromise the integrity of the Service Level Agreement (SLA).
Mitigating operational and technological risks by actively supporting the Information Governance Program, demonstrating a personal understanding of and commitment to data and information privacy and protection as directed by the firm’s CIO and General Counsel.
Applying technical knowledge of various internal and external databases to assist customers with data analysis, data manipulation and statistical reporting. Examples of databases include but are not limited to: LegalKey, Client Extranets, Pacer, and FileSite.
Implementing and providing, as necessary, firm-wide records management and related risk-management training to lawyers and staff groups.
Developing, reviewing and updating training documentation for internal and external RM clients.
Assisting with vendor contracts; approves invoices and regularly monitors expenses; preparing annual budget forecasts.
Implementing paper digitization program and ensures the accurate capture of records and related information in records management system.
Managing the box destruction project.
Supervising staff, recruits, hires and training personnel; developing and implementing progressive staff training program; conducting annual performance evaluations and making salary recommendations; monitoring attendance; providing performance feedback; providing counselling and documenting performance problems; recommending disciplinary action when appropriate.
Auditing Records work product to maintain quality assurance, reviewing and communicating results with management and employees and provides guidance.
Adhering to general safety practices and any unique departmental safety practices.
Performing routine file creation, organization and maintenance tasks as necessary.
Participating or lead in firm-wide departmental meetings or teleconferences as scheduled.
Maintaining close working relationships with conflicts, litigation support, accounting and finance and technology and other departments.
Participating in knowledge building professional activities such as industry-specific list services, membership in and contribution to professional organizations and professional reading/writing.
Other related tasks, projects and duties as may be assigned by office or firm management.
Bachelor’s degree required.
Certified Records Manager (CRM) credential or candidacy preferred.
5+ years’ experience in records management preferred.
3+ years increasingly responsible supervisory/management experience required.
Strong computer and database skills; 3+ years’ experience utilizing legal-specific automated RM systems preferred.
Advanced oral and written communication skills, including the ability to understand, analyze, interpret and prepare complex file organization reports and to converse informatively with lawyers about RM issues.
Strong analytical, interpersonal and organization skills required.
Excellent customer service skills.
A risk management mindset with keen attention to detail.
Ability to exercise discretion and good judgment.
Maintain flexibility as priorities/tasks develop.
Work productively with firm personnel at all levels.
Ability to routinely work with standard file boxes weighing up to 40 pounds.