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Information Governance and Records Specialist

Palo Alto, CA · Information Technology
Fusion HCR is hiring an Information Governance & Records Specialist for a direct hire opportunity.

Role Summary:
Responsible for directly supporting assigned practice group(s) and daily coordination with practice group secretaries, lawyers, paralegals, and members of the Information Governance and Records (IGR) Department under the direction of the IGR Manager.

Role Description:
  • Obtains subject matter expertise of the IGR Manager for contextual guidance and direction on general and day-to-day Department and Firm-wide responsibilities and assigned projects.
  • Catalogs and bar codes physical materials including redwelds, closing binders, exhibits, and electronic media using the Firm’s records management system.
  • Researches, retrieves and scans physical documents in accordance with procedures.
  • Identifies, classifies, and maintains documents or other physical and electronic content according to characteristics such as security level, function and metadata.
  • Ensures accuracy and completeness of physical records and electronic matter files.
  • Maintains case rooms and practice group file rooms and Records Centers.
  • Provides guidance and training for practice group personnel on filing procedures and use of Firm’s document repositories.
  • Maintains and digitizes court, agency, contract, and other critical and vital practice documents as required.
  • Ensures personnel joining and departing the Firm follow standard off-boarding policies including determining retention, transfer, and disposition of client and administrative documents and records.
  • Provides periodic reports and statistics as needed.
  • Ensures timely database updates and corrections such as global moves, and retention notations.
  • Responsible for file circulation including follow up on past due reports to firm personnel.
  • Conducts periodic audits of document management system compliance including working with assigned matter attorney to ensure matter close-out procedures are completed by legal teams.
  • Completes special projects as assigned including file destruction/deletion, file clearance and clean up, transfers, file audits and inventories, office move support, and file space allocations.
  • Creates, tracks, and completes service request tickets using Assyst. Follows up on and escalates outstanding customer requests to ensure timely response and completion in accordance with established policies, procedures, and service level agreements.
  • Consistently supports the collective team and IS Department work product by communicating and collaborating in a manner that enhances individual and team productivity.
  • Assists with proactively supporting firm-wide client service initiatives. Works with other IGR staff members to ensure department is providing quality service to internal members/departments of the Firm as well as external clients and vendors by displaying professionalism in communications both in writing, by telephone, and in-person; and by encouraging an atmosphere that rewards a "can do" attitude.
  • Ensures firm personnel, including supporting staff comply with technology, security, and document retention policies.
  • Interacts with document management service vendors as directed by the IGR Manager.
  • Seeks the IGR Manager’s guidance in connection with all internal and administrative objectives and policies including planned time off, overtime, and scheduling requests; work allocation and completion objectives; and clarification regarding general workplace, team collaboration, and performance expectations.
  • Assumes additional responsibilities as assigned, including performing project-related work.
  • Periodic travel to other firm offices for support and projects, when required.

Role Skill / Experience Requirements:
  • Ability to remain abreast of current records and information management, information governance, and technology trends and requirements through continuous education and on the job learning. 
  • Ability to use (or ability to learn) at a highly proficient level, standard office software applications in use  including iRM, MS365 applications, 3E iManage, Assyst, Milan, Adobe Acrobat, Microsoft Windows and Office suite particularly Word, Excel, PowerPoint, and Outlook, file sharing and transferring applications, information management vendor systems, and other resources as requested.
  • Ability to work effectively with minimal supervision in an atmosphere of multiple projects, shifting priorities, and deadline pressures.
  • Strong interpersonal skills required to work effectively with applicants, vendors, and people at all levels at the firm. Must be able to work independently and as part of a team.
  • Must project a professional demeanor, effectively represent the firm, exhibit sound judgment, and maintain confidentiality.
  • Superior attention to detail, proofreading skills, problem solving capabilities, strong organizational and multi-tasking skills. Must show initiative and be willing to take ownership of projects.
  • Ability to effectively apply knowledge and skills and act as change agent as it relates to technology, workflow, and digitization of hard copy documents, and policy compliance.
  • Must possess exceptional verbal and written communication skills.
  • Available to work before or after normal working hours as necessary in order to meet the demands of the job and needs of the firm.
  • Excellent analytical skills, including the ability to compile, review, and determine logical conclusions or recommendations based on data and information which is varied in content and format.

  • Two years’ experience related to the duties or skills described herein. Law firm or corporate compliance/legal experience highly desired.
  • BA/BS degree or certification required, or professional experience will be considered in lieu of degree.

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