Legal Records Manager

Kobre & Kim•New York, NY

52d•$97,000 - $146,000•Onsite

About The Position

Kobre & Kim consistently seeks exceptional candidates with the talent to deliver outstanding service that anticipates client needs. Position Details: The Legal Records Manager will play a vital role in ensuring the firm is properly managing all our legal records on both the Document Management System (iManage) and hard copy, including on-site records storage. If you have three years of experience and a proven track record of managing a law firm records department and information management software, then this is the role for you! In this role, you will manage all aspects of maintaining electronic and physical records, overseeing the management of legal records, storage, backup, maintenance, reproduction, protection, and disposition of all the firm’s legal records. You will also collaborate with firm management and the IT Department to develop a strategic plan for transitioning the department to a full digital platform, while demonstrating improved efficiency and productivity using best practices to support and achieve long-range goals for a global law firm. Location: New York (potential travel to other firm locations)

Requirements

B.A. or B.S. degree required
A minimum of 3 years of records management experience in the legal industry
Considerable knowledge of records retention and storage procedures - Certified Records Manager designation or Records and Information Certification is highly desired, but not required
Strong proficiency in iManage Desksite
Advanced MS Office Suite skills, database, document management systems and other related software proficiency is required
Great attention to detail and accuracy
Demonstrate a strong work ethic and self-motivation, with a desire to take initiative
Proactively follow through and demonstrate ability to anticipate and address business needs
Excellent planning, organizational, and time management skills, including ability to seamlessly prioritize and multi-task in a fast paced, high pressure environment
Possess excellent communication (written and verbal) and interpersonal skills, with an ability to exercise a high degree of professionalism, diplomacy, and confidentiality in interactions with all levels of the organization

Responsibilities

Ensure that firm processes and policies comply with all regulatory requirements for record retention and destruction
Coordinate and work closely with case team staff such as lawyers, analysts and litigation assistants
Define and oversee the policies and procedures for sending and retrieving records from storage facilities
Design and implement systems and processes with the Firm’s IT department to protect and secure critical records and information
Maintain important client/firm documents in a secure location
Store, arrange, index, classify and maintain inventory of all records stored offsite for all offices
Negotiate all outside firm storage agreements and contracts
Maintain on site secure destruction bins to ensure all documents deemed to be sensitive are disposed of properly, adhering to firm retention/destruction procedures and HIPAA guidelines, where appropriate
Tracking status locations and dispositions of Firm records
Coordinate and Manage file intake/opening for all new matters
Retain and/or destroy records after matters close as outlined in the firm’s document retention/destruction policy, devising, and ensuring the implementation of the firm’s off-site destruction schedule
Coordinate file transfers for incoming or departing attorneys
Facilitate the development of filing and barcoding of all office spaces, including maintaining current barcodes on all attorney offices, extension cabinets, record centers and case rooms.
Assistance with requests for Litigation Holds as instructed by the firm’s general counsel.
Respond to internal and/or external information inquiries, including subpoenas, requests from previous clients and previous attorney
Assistance with other requests related to client or firm records
Treat all information and materials obtained during the representation of a client as confidential
Ensure compliance with HIPAA laws
Handle other duties as assigned