Regional Information Governance Supervisor

Role Overview

The Regional Information Governance Supervisor will play a crucial role in supporting Information Governance (IG) policies and procedures with a particular focus on file management (both physical and electronic) across the Los Angles, Palo Alto and San Francisco offices.

This position requires a detail-oriented, proactive individual who will assist in the administration of file management including, matter mobility, intake, closing set assembly, transfers, storage, destruction requests, retention schedule(s) and data access requirements. The IG Supervisor will work to ensure adherence to an IG framework for all policies, standards and practices, to achieve consistency, quality, data integrity and protection in line with the firm’s business needs. The IG Supervisor will work closely with key stakeholders, including attorneys, paralegals, secretaries, Knowledge Management, and Information Technology, to foster a strong culture of information governance within the firm. The role will report directly to the Associate Director, Information Governance within the Office of the General Counsel, and will act as the primary IG point of contact for the Firm’s West Coast offices.

The position will also be responsible for the continual analysis of the firm’s governance framework, with a focus on the improvement of data quality, management and security through modifications to the organization’s policies, standards, principles and processes.

Responsibilities

• Support the firm's Matter Mobility Program, assisting with  the onboarding of lateral partners' client files, coordinating with partners' previous firms, maintaining records of client authorizations for file transfers, and handling the export of files for departing partners.

• Assist with the closing set process by supporting stewardship of “closing” documents in the Firm’s document management system, ensuring proper document formatting and classification, creating and formatting Word closing tables for internal purposes, and utilizing Closing Folders for external closing set preparation when requested.

• Provide day-to-day support to the firm's Information Governance Program, including file intakes, releases, destructions, and data access procedures.

• Collaborate with IT, Knowledge & Innovation, and legal professionals to create, organize, and document data collection, sharing, protection, and storage processes.

• Process and manage hardcopy legal documents by identifying different document types, entering information into the Firm’s Information Governance platform, creating paralegal indices, reviewing materials prior to updating databases, preparing files for off-site archiving, and submitting service requests via the offsite storage vendor portal.

• Identify locations of unstructured data on the network and organize/migrate data to official repositories or prepare for disposition as appropriate.

• Periodic travel to the West Coast offices

Key Skills

Required

• Minimum 5+ years of records and information management experience, preferably in a law firm environment.

• Knowledge and experience working with structured, semi-structured, and unstructured data.

• Dependable team player, able to follow written and oral instructions, and excellent judgment about when escalation is necessary or appropriate.

• Strong oral and written communication skills to support and consult all levels of staff on information governance best practices.

• Drive process improvement through collaboration with data owners by understanding business goals and aligning with information governance program objectives.

• Able to identify and analyze data-related issues to recommend solutions.

• Excellent organizational skills including record keeping, data collection, and system information.

• Strong time management skills, including the ability to set priorities, flex with changes in requirements and meet deadlines.

• Ability to handle pressure in a constructive and positive manner and contribute to creative resolution of problems as they arise.

• Demonstrated initiative, and commitment to professional growth for self and others.

• Proven ability to exercise initiative and independent judgment.

• Ability to assess needs, assign priorities, develop strategies and make recommendations when presented with ambiguous or incomplete information.

Preferred

• Experience using Litera Power Desktop or similar tools for importing/exporting data; familiarity with document management system data migration workflows.

• Experience with records management software, such as iCompli, File Trail and/or Intapp security products or iManage document management systems, accounting systems and archival software solutions required.

• Experience with supporting a team.

• Familiarity with Microsoft Office products, Word, Excel, PowerPoint, Microsoft Teams and SharePoint are required.

EDUCATION

Preferred

• Bachelor’s degree or equivalent years of experience.

Salary Information

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