• Continued development, implementation and oversight of the Firm’s Records Department Legal Personnel Arrival and Departure policies and processes regarding the transfer of client matter records into and out of the Firm.
• Coordinates records transfer processes with arriving legal personnel; coordinates meetings, explains and educates arriving personnel on processes and requirements, and communicates with records personnel from which inbound records originate about transfer.
• Arranges for transfer or transport of records, using cost effective and secure channels or communication and data transfer, according to data handling and security protocols.
• Ensures inbound records are correctly classified and assigned to the correct client matter and imported into Firm approved systems.
• Coordinates with other teams within the Firm to facilitate the import and/or export of electronic records (i.e. Relativity, extranets, etc.).
• In conjunction with the Firm’s compliance functions, ensures correct retention schedules apply to inbound records.
• Understands and applies applicable jurisdictional rules, procedures and processes related to the Firm’s obligations with regard to client file transfers.
• Ensures client requests for return or transfer of records are properly and timely processed and that transfer to client processes are followed and documented.
• Performs database searches, audits and record reviews to ensure records are imported and exported according to applicable criteria.
• Where necessary, secures client awareness and consent for records transfer processes.
• Coordinates and documents all record transfer activities, including approvals, receipts and acknowledgements.
• Ensures all transfer requests are timely documented, and that transfer is implemented in accordance with the Firm’s security and data handling policy and protocols.
• Performs or coordinates transfer audits, as necessary.
• Principal liaison with counterparty law firms on transfer initiatives, and with personnel from other offices where inter-office mobility is required.
• Develops reports for the Firm’s management as scheduled or requested.
• Serves as a resource to answer questions regarding the transfer and movement of client and Firm records.
• Such other functions as directed by management.
• Recommend and assist in the implementation of any technology tools to support the Matter Mobility function; serve as point person for vendor management.
• Produce metrics and reports as agreed upon or requested by management.
• Contribute to ongoing process improvements, system usage and technology improvements.
• Works in conjunction with the Records & Information Governance team to ensure coordinated disposition efforts and other duties as assigned.

Qualifications: 

• Bachelor’s degree or equivalent work experience, highly preferred.
• 5+ years’ experience in records or information governance with an emphasis on the management, organization and movement of electronic records into and out of document management systems
• Strong computer and database skills with knowledge of records-specific content management systems.
• Proficient in MS Office applications, records management systems, document management systems and experience using SharePoint or other collaborative file sharing systems. Experience with data import/export tools is required.
• Ability to access, input, analyze, and retrieve information from various computer applications and to learn and utilize new applications on an expedited basis.
• Ability to establish working relationships throughout all Firm legal and business services groups.
• Highly developed organizational skills and attention to detail.
• Advanced communication and written skills.
• Excellent organization, problem solving and critical thinking skills.
• Excellent interpersonal and strong leadership skills.
• Able to handle multiple projects and priorities simultaneously with a high degree of accuracy, professionalism and client-service orientation.
• Possess a commitment to deliver the highest quality service to internal and external customers.