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Records / Information Governance Specialist

  • Location: New York, New York
  • Type: Direct Hire
  • Job #472

Records / Information Governance Specialist

ORGANIZATION:  Top-ranked International Law Firm


COMPENSATION & BENEFITS: Base salary to $85K, plus generous paid overtime and performance-based bonus; Medical, Dental and Vision Coverage; Transit Program; generous Paid Time Off; 401K w/match; Wellness perks, Life Insurance, all firm amenities, and more!

SUMMARY: The Records Specialist aides in maintaining compliance of the firm’s document management processes in accordance with department policies and the Firm’s standards within the NY office. This individual oversees projects and tasks related to electronic and paper document disposition, document control, and daily records and information management (IRM) matters, onboarding and training of new team members, and maintenance of active and inactive records systems. 


  • Oversee the lifespan of records management; from intake through disposal 
  • Create, maintain, update and retrieve records and files, both electronic and paper format
  • Examine eligible matters and content, eliminating those with are not suitable for retention or transfer and identifying those which will remain permanent records
  • Audit and review data for accuracy, completeness and conformance with firm policies
  • Assist with requests for off-site storage requests; Tracking and maintaining the off-site boxes for the NYC office
  • Act as a thought partner and recommend/implement processes improvements
  • Prepare and run reports  to present monthly to department heads and Director of Records Management, Americas
  • Design and maintain document disposition trackers
  • Act as a technical trainer of the IRM database 
  • Prepare and present new employee training sessions
  • Guide with testing and implementation of any new document or record management software
  • File and document all documents handled by the department; ensuring accuracy as they’re entered into the records management system
  • Execute operating processes related to active and inactive records management, records circulation, and release of records to third parties, as well as the disposition of records that have outlived their retention obligations
  • Record the appropriate placement of files within the system as per Outside Counsel guidelines and legal holds requires
  • Verify any legal holds are entered/removed currently within the IRM
  • Advise attorneys and staff on all aspects of the correct intake, retention and disposition, e.g. destroy, return-to-client, retain processes
  • Communicate with ensures exceptional customer service to Clients, Firm personnel and departments requiring records management assistance and/or guidance
  • Collaborate with Records staff across all firm offices as needed
  • Track materials from inter-office and intra-office delivery
  • Coordinate Practice Group specific projects
  • Performs tasks that support the Firm’s litigation requirements
  • Other projects and duties as assigned


  • High school diploma required, Bachelor's degree preferred
  • 5+ years of related records experience in a law firm or professional services environment
  • Experience with IRM is required
  • Familiarity with iManage 
  • Strong customer service experience skills to communicate with internal clients such as attorneys and secretaries
  • Knowledge of legal hold process, including notification, preservation, and release
  • Knowledge of file and recordkeeping systems and procedures
  • Microsoft office (Outlook, Word, etc) proficiency
  • Able to work independently and as part of a team in a highly pressured environment