Records Manager

Maynard Nexsen • Birmingham, AL

5d

About The Position

The Records Manager oversees the creation, maintenance, storage, retrieval, and destruction of all physical and electronic records for the firm. This role ensures that client and firm information is managed in compliance with legal, regulatory, and ethical obligations, as well as firm policies and best practices in information governance. The Records Manager works closely with attorneys, paralegals, and administrative staff to maintain efficient, secure, and compliant records systems.

Requirements

• Bachelor’s degree in Information Management, Library Science, Business Administration, or a related field required;
• Minimum of 5 years of records management experience, preferably in a law firm or professional services environment.
• Experience with electronic document management systems (EDMS) such as iManage, NetDocuments, or FileTrail.
• Strong knowledge of records management principles, retention requirements, and legal industry best practices.
• Strong leadership, communication, and change management skills with strong decision-making abilities.
• Familiarity with data privacy laws, client confidentiality requirements, and ethical recordkeeping standards.
• Excellent organizational, analytical, problem-solving, and project management skills.
• Strong attention to detail and ability to maintain confidentiality.
• Proficiency in Microsoft Office and database management tools.
• Strong communication and interpersonal skills with proven ability to work effectively firm leadership, attorneys, technical staff, and staff at all levels.
• Ability to manage complex projects and drive process improvements across multiple offices.
• Proven ability to work effectively with.

Nice To Haves

• Certification preferred: Certified Records Manager (CRM), Information Governance Professional (IGP), or ARMA certification.

Responsibilities

• Develop, implement, and enforce firm-wide policies and procedures for records management and information governance.
• Manage the full lifecycle of client and firm records — from creation and active use through retention and final disposition.
• Maintain and update the firm’s records management database or system (electronic document management systems such as iManage, NetDocuments, FileTrail, or similar).
• Oversee physical records storage, retrieval, indexing, and offsite storage vendor relationships.
• Coordinate the secure destruction of records in compliance with retention schedules and client instructions.
• Oversee shred vendor scheduling and vendor relationships.
• Ensure compliance with ethical obligations, client agreements, and data privacy regulations (e.g., GDPR, HIPAA, or jurisdictional rules) in close coordination with Chief Information Officer and IT staff.
• Develop and maintain records retention schedules in accordance with legal and regulatory requirements.
• Conduct periodic audits of records systems to verify compliance and data integrity.
• Collaborate with the IT department and Information Security team on data protection, confidentiality, and disaster recovery initiatives.
• Coordinate the opening, maintenance, and closing of client matter files.
• Oversee the transfer, return, or destruction of client records at the end of engagement.
• Oversee respond to attorney and staff requests for file retrievals and information searches promptly.
• Provide training and guidance to attorneys and staff on records management policies, procedures, and systems.
• Act as the primary point of contact for records-related inquiries and issues.
• Lead or assist with records conversion, digitization, and migration projects.
• Evaluate and implement new technologies or systems to enhance records management efficiency.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees