FLSA Status: Exempt
Reports to: Chief Information Officer
Office: Seattle
SUMMARY: This position is responsible for the firm-wide development, implementation and compliance of policies and protocols relating to information created or received through any channel (legal or firm administration) of the firm. Manage the resources and workloads of the Records Department to insure efficient and effective management of physical and electronic files. Establishes future direction and plans concerning information governance for the firm to meet compliance requirements and improvements based on best practices.
RESPONSIBILITIES
- Develops information governance framework, recommends to senior executives, implements and evangelizes as appropriate.
- Leads in the development of and updates to information governance policies including a written Firm-wide records management policy.
- Works with firm/department management and attorneys from various practice groups to develop, implement and oversee the retention schedule. Provides guidance for systematic control of the content under said schedule.
- Stays current with legal industry trends, standards, and local and federal regulatory obligations as they affect information governance for the practice of law and the administrative functions of the firm.
- Participates in the information governance boards such as the Quality Assurance and Technology Committees as appropriate.
- Interfaces with the firm’s general counsel and senior risk managers to identify and contain internal and external risks with regard to information governance.
- Interfaces with other IST (Information Services and Technology) departments to identify and contain internal and external risks with regard to information governance.
- Consults and develops compliance protocols for content management and user workflow with regard to information created or received by the firm such as: client/matter engagement, client/matter work product, matter disengagement, matter mobility, firm administration, discovery, intellectual property, preservation, retention, disposition and disposal.
- Initiates standardized information governance practices, writes documentation, and manages implementation through records resources across the firm.
- Proposes and participates in analysis with regard to new technology and continuous improvements of existing technology.
- Promotes an increased use and reliance on electronic versions of records over the physical in efforts to reduce the overall paper inventory retained by the firm. Educates attorneys and staff in records identification, scanning, printing, recycling, and shredding options to insure efficient and appropriate handling of records. Advocates for transitioning from physical to electronic records.
- Provides training for lawyers and staff with regard to compliance with information governance issues.
- Performs administrative and management duties (recruiting, hiring, training, coaching, performance planning and evaluations, corrective actions, etc.) associated with leading a team of records professionals.
- Provides and models service excellence to internal and external clients of the records department across the firm.
- Acts as principal contact for records program related vendors. Coordinates with vendors providing records management services to insure service level agreements are being fulfilled. Maintains vendor relationships.
- Determines outsourcing/consultant/temporary work requirements and works with vendor(s) in meeting the firm’s needs in the most cost-effective manner with regard to records management initiatives.
- Participates in the IST budget process and other special projects and/or support as required.
- Prepares regular status reports (verbal or written) on team activities, projects, and other initiatives. Prepares written documentation, proposals, and/or recommendations. Makes presentations as needed.
- Travels, as necessary.
- BA or BS degree required. Masters degree preferred.
- Certified Records Manager (CRM), Information Governance Professional (IGP) or similar certificate preferred.
- Strong, proven leadership skills acquired from at least eight years experience as a Records and/or Information Manager/Supervisor. Direct supervisory experience of teams from 10-15 people in size required. Strong team building skills required.
- Knowledge of the principles and practices of electronic records management required.
- Experience developing and implementing information governance policies and procedures required.
- Experience with records management systems and document management systems, and proficient in the use of Microsoft Office preferred.
- Excellent communications skills, both verbal and written, with all levels of a professional services organization are required. Ability to consult/provide guidance to attorneys and staff in information management best practices to insure compliance.
- Knowledge of imaging/scanning technologies and various search engines preferred.
- Ability to organize workload effectively and operate within tight timeframes.
- Ability to work collaboratively, building consensus across multiple practices, departments, and offices.
- Strong customer service skills while working under pressure required.
- Exceptional interpersonal and customer service skills required. Ability to handle stressful situations in a calm, composed manner is required.
- Strong systems analysis and problem-solving skills with attention to detail and quality control are required.
- Ability to prioritize and execute tasks in a high pressure environment and make sound decisions in emergency situations required.
- Must be a team player and willing to share information with others. Demonstrated ability to learn new technologies quickly and independently required.
- Strong decision-making, follow-up, follow-through, priority setting, and negotiating skills are required. Demonstrated ability to practice good judgment required.
- Ability to work independently, with minimum supervision, required.
- Previous experience in a law firm or professional services organization, supporting a multi-office environment, preferred.
While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to stand; walk; sit and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance. The employee may occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus.
This position description intends to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to include all duties and responsibilities.
Davis Wright Tremaine believes that every employee has the right to work in surroundings that are free from all forms of unlawful discrimination. It is Davis Wright Tremaine's policy to hire, promote, transfer, terminate, and make all other employment-related decisions without regard to an employee's race, color, sex, religion, age, national origin, handicap, sexual orientation, gender identity or any other basis prohibited by applicable local, state, or federal law.
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