Information Governance Clerk
About The Position
La Cava Jacobson, P.A. is seeking a full-time Information Governance (IG) Clerk to implement and administer firmwide document management systems and related procedures for capturing, storing, retrieving, sharing, and destroying business information in electronic and physical formats. The role contributes to developing, operating, and maintaining a comprehensive Information Governance Program, including compliance with legal and regulatory requirements. It ensures appropriate procedures for creating, maintaining, archiving, and destroying company information and administers the firm's retention and destruction policies. The IG Clerk advises and educates firm personnel on information governance practices, supports data analysis and remediation, manages records and matter information across systems, and serves as a primary contact for end-user inquiries. The position also supports practice management applications and databases, the firm's expert database, HIPAA compliance and training, and litigation or trial support as needed.
Requirements
- Bachelor's degree.
- At least 5 years of relevant experience.
- High proficiency with document management platforms, secure transfer portals, PDF manipulation tools, and network storage structures.
- Experience with document management systems, preferably NetDocuments, including administration and management of Windows File Shares, Citrix ShareFile, and other relational databases.
- Experience conducting large-scale reviews of complex data sets.
- Clear written and verbal communication skills for assisting attorneys, paralegals, and cross-functional administrative teams.
- Strong organizational skills and ability to manage competing deadlines, monthly cleanup workflows, and urgent requests.
- Meticulous attention to detail in database entry, file indexing, and PHI/HIPAA compliance reviews.
- Analytical troubleshooting skills, including addressing media compatibility issues and digital file inconsistencies.
- Team-first approach that supports productive working relationships with Information Governance peers, legal teams, and Accounting.
- Consistent attendance and punctuality, including arriving on time to meetings and appointments and ensuring responsibilities are covered during absences.
Nice To Haves
- Relevant experience at a law firm.
- Prior paralegal and/or litigation support experience.
Responsibilities
- Follow and promote understanding of organizational Information Governance policies and best practices.
- Apply sound judgment to ensure firm policies and procedures are followed, taking ethical, legal, and client obligations into account when storing, organizing, and transferring data.
- Analyze data, propose solutions for remediating unstructured data by client matter, and migrate data as needed.
- Advise firm personnel on appropriate locations for storing client and firm data.
- Educate attorneys and staff about effective organization, storage, and security of client and firm data.
- Execute onboarding and offboarding processes to transfer electronic records, including records in NetDocuments, ShareFile, and network shares.
- Partner with Accounting to verify new matters are opened and indexed correctly across network drives and NetDocuments.
- Run accounts payable reports related to expert witness fees for discovery responses.
- Monitor the Information Governance electronic inbox, respond to end-user inquiries, and prioritize urgent requests.
- Execute monthly data management protocols, including formally closing matters in NetDocuments and consolidating matter data across local and network drives.
- Maintain and update retention and destruction schedules in compliance with applicable laws and regulations.
- Follow best-practice procedures, guidelines, and standards for recordkeeping and classification of physical and electronic content.
- Inform end users in each department about Information Governance procedures and guidelines.
- Communicate with departments about Information Governance initiatives, issues, and changes.
- Support and instruct firm departments and personnel on managing content that is not considered essential business information.
- Manage and maintain the firm's Practice Management Application and Database, and train employees on their use.
- Maintain the firm's Expert Database.
- Assist with compliance and training related to the firm's HIPAA policies and procedures.
- Provide litigation and/or trial support as needed.
Benefits
- Medical benefits
- Dental benefits
- Vision benefits
- Paid time off
- Paid holidays
- 401(k)
- Profit sharing
- Life insurance
- Short-term disability
- Optional critical care, accident, and hospital indemnity insurance
- Optional life insurance for dependents
- Company-paid parking near firm locations
- Monthly employee appreciation events
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What This Job Offers
Job Type
Full-time
