Information Governance Specialist

About Ropes & Gray

Ropes & Gray is a preeminent, global law firm. The firm has been ranked in the top-three on The American Lawyer's prestigious "A-List" for seven years and is ranked #1 on Law.com International's "A-List" in the U.K. - rankings that honor the "Best of the Best" firms.The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.Ropes & Gray is an equal opportunity employer.

Overview

As a valued member of the Information Governance (IG) team, you will work alongside a highly skilled, forward-thinking and motivated group of IG professionals in a top-tier global law firm. This role requires someone who is highly organized, detail-oriented, self-motivated and is capable of managing multiple assignments simultaneously. The IG specialist plays a key role in ensuring the lifecycle of client and firm data is managed in accordance with the firm’s information governance policies. The IG specialist interfaces with personnel at all levels of the organization. The role involves a mix of independent assignments, team-orientated work, and special projects.

Responsibilities

The IG Specialist will perform all duties of an IG Assistant.  Additionally, the Specialist will tackle more complex assignments and will take a more active role in driving projects and identifying priorities.  The Specialist will begin to mentor colleagues and be a resource for next steps and advice.  The Specialist typical duties include:

• Index physical records into the records management database (IRM) that are required to be archived in hardcopy format.
• Provide 1-1 guidance to attorneys and business support team members who are leaving the firm on records and email management processes. Assist in the preservation and filing of emails from attorney mailboxes to the firm’s document management system (iManage).
• Assist the IG Mobility Specialist with the review and release of designated client records (physical and electronic) that are being transferred out of the firm, including data review via Relativity. Assist with the onboarding of lateral attorneys and the intake of client data, including use of Milan or other third-party import tool.
• Assist Senior IG Disposition Specialist with the review and disposition of client and firm records in accordance with the firm’s document retention policy. Coordinate the return of data to clients or the destruction of data.
• Provide support to attorneys and business support who have approached or met the storage threshold of data stored on users’ H:\drives. Assist users in removing personal data from firm systems and migrating client and firm data to iManage or other approved repositories.
• Conduct research on legacy files that are eligible for disposition through reporting tools in the IRM system and the firm’s offsite vendor, Access records management. Ensure data quality and good data governance in all IG systems.
• Serve as a trusted advisor to our internal and external clients by providing strong customer service and be equipped to handle complicated requests and highly sensitive and confidential information.
• Help to train new junior team members including a rotation of co-op students from Northeastern University on a six-month rolling schedule.
• Assist department leadership with new hire interviews, onboarding and training processes and procedures.
• Perform other work-related duties as assigned.

SKILLS YOU CAN CONTRIBUTE TO THE TEAM

• Establish yourself as a subject matter expert on IG policies, procedures and tools (IRM, FileSite, Relativity, etc.)
• Exhibit leadership qualities and set a positive example for more junior team members
• Contribute to the overall success of the IG and IS team
• Organize and prioritize numerous tasks and complete them under time constraints
• Execute assigned projects, meet deadlines, and provide consistent and substantive updates to your direct supervisor and project owners
• Receive and follow instructions effectively from internal and external clients
• Accomplish a task thoroughly with concern for all aspects, no matter how small
• Deliver a professional and polished work product at all times
• Interact effectively with all levels of personnel including attorney