Senior Information Governance Mobility 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:

The Information Governance Mobility Senior Specialist has a critical risk management role in the department. The IG Mobility Senior Specialist is the department’s primary resource handling the firm’s file and matter mobility protocols. Specifically, the IG Mobility Senior Specialist is responsible for (1) administering the firm’s incoming and outgoing file transfer process; and (2) meeting with the Office of the General Counsel, Finance, and attorneys to address issues around clearing transfer requests.

Although the IG Mobility Senior Specialist is not responsible for managing staff directly, success in the role is dependent upon the establishment of a strong functional relationship between the IG Mobility Senior Specialist and other internal and external resources.

Responsibilities:

1. File Transfers/Matter Mobility. In accordance with the records management policy, serve as the central point of contact for the Office of the General Counsel in receiving and processing outgoing file transfer requests. Organize data collections and assign associated tasks (emails and document review) to IG assistants, specialists, and analysts, providing training, guidance, and oversight as appropriate. Communicate effectively, as appropriate, with internal and external stakeholders to manage process expectations. Oversee the entire lifecycle of the outgoing file transfer process from receiving the initial request to ensuring the documents are transferred and the records management database updated. Serve as the central point of contact in receiving and processing incoming file transfer requests. Communicate firm policies and procedures as needed and facilitate the review and import of approved content.
2. Ensure quality assurance for all phases of the records transfer process including, but not limited to identifying the scope of each transfer, accurate review of eligible matters and content, removing or scrubbing content not suitable to be transferred or retaining content with an indefinite retention period or vital record status. Coordinate with the IG Disposition Specialist to properly dispose of materials post-transfer.
3. Serve as a key contributor to the ongoing use of the current disposition application. As needed, play a key stakeholder role in the selection and implementation of new mobility applications and technology, with the goal of improving upon current processes. Work closely with IG management, , the IG Disposition Specialist and other team members in training IG team members on its use and adoption.
4. Lead transfer-related projects and provide ongoing support and guidance to IG staff, providing status updates to the Information Governance Supervisor and Senior Manager of IG Risk & Compliance throughout the project’s lifecycle. As the project leader, coordinate appropriate resourcing for the effort. This may involve coordinating resources with other departments such as Legal Services. Delegate tasks effectively and implement tracking of task status, target dates, and serve as the point of escalation for questions or issues.
5. Recommend and implement solutions that adhere to records management best practices and standards. Keep up with trends in the industry, particularly around risk mitigation and compliance as it relates to records and information governance.
6. Design and implement staff training and professional development initiatives including QRefs and training materials for the transfer process.
7. Provide training and mentoring regarding mobility procedures and functions for other IG staff members and other staff outside of IG that play a role in the mobility process.

Qualifications:

• Bachelor’s degree required.
• 3-4 years of IG experience in a law firm environment strongly preferred.
• Experience working with electronic records required.
• Prior experience coordinating team effort preferred.
• Demonstrated ability to work both independently and as part of a team is essential.
• Clear and precise communication skills.
• Detail oriented
• Exercises sound judgment
• Demonstrated discretion with handling confidential information
• Experience working with transactional and litigation records preferred.
• Proficiency with with Microsoft Office applications, particularly Excel and Outlook.
• iManage Records Management (IRM) software experience preferred.
• iManage Work experience preferred.
• Relativity experience preferred.
• Interaction (CRM) experience preferred.
• 3E (financial system) experience preferred.

Compensation and Total Rewards Package:

The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.

Boston $62,500 - $91,000

New York $65,500 - $95,000

Working Conditions:

This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.