Records Manager

Barnes & Thornburg LLP•Indianapolis, IN

5d•Onsite

About The Position

The Records Manager oversees the day-to-day operations of the Records Management Department in the Indianapolis office. This role is responsible for the maintenance, organization, retention, retrieval, and disposition of client records in both physical and electronic formats, and helps ensure compliance with administrative, legal, and operational requirements.

Requirements

High school diploma required
Minimum of 3 years of experience in a Supervisor/Manager role in a law firm environment.
Strong computer and database skills required
Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, handheld portable scanners and iManage.
Demonstrated ability to identify and analyze records management issues and implement practical solutions.
Ability to multi-task and prioritize among many projects and priorities with the ability to delegate to staff members.
Ability to work independently and exercise sound judgment with minimal supervision.
Strong interpersonal skills and the ability to communicate effectively and professionally, in person, by email, and by phone, with attorneys, staff, and vendors.
Excellent organizational, written, and verbal communication skills.
Ability to routinely lift and move standard file boxes weighing up to 40 pounds.
Must be a servant leader that supports the growth of the Indianapolis records department and the departmental employees.
Support the firm wide initiatives of the firmwide Records Department.

Nice To Haves

bachelor’s degree preferred
experience with legal records management systems preferred to include FiT (Future in Tech), iRM Records manager or legacy systems such as LegalKEY or FileSurf.

Responsibilities

Manage the organization, maintenance, and accessibility of records and information in both paper and electronic formats to ensure efficient retrieval and use.
Oversee the retention and disposition of inactive records in accordance with administrative, fiscal, and legal requirements, including destruction, imaging, or transfer to archival storage following attorney’s approval.
Coordinate workflow and priorities for records management staff, including assigning special projects, arranging coverage during staff absences, assessing overtime needs, training and supervising interns and temporary staff.
Ensure quality control through careful review, proofing, and editing of department work product.
Support a variety of record-related services, including new employee orientation, attorney arrivals and departures, the transfer of files to clients, co-counsel, and other authorized outside parties.
Supervise records staff, including: participating in recruitment and onboarding; training new team members; conducting or contributing to annual performance evaluations; monitoring attendance; providing performance feedback; and recommending disciplinary action when appropriate.
Partner with department leadership to develop and implement records management policies and procedures and to improve user service and departmental operations, including: Risk management; Ethical Wall management; Legal Hold management; Inactive records storage management; Records retention and destruction programs; Automation and process improvements; and Equipment, supply, and space planning.
Report regularly to the Senior Records regarding team goals, objectives, projects, and accomplishments.
Review and approve invoices related to document shredding.
Ensure timely responses to records and information inquiries.
Identify and redirect incoming mail as needed.
Perform other duties as assigned.