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Information Governance Specialist

Kirkland and Ellis LLP

Job Posting
Jul. 19, 2018

About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

The individual in this position provides guidance and implements solutions relating to the Firm’s Risk and Records Management policies and local Information Governance related services. As a subject matter expert, this person must effectively work with attorneys, paralegals and practice assistants in making the transition from paper to electronic records management. The IG Specialist is responsible for assisting in all primary functions of the Information Governance department, including management of both physical and electronic files, file intake, file releases, destruction requests, data access requests, and records retention. The individual is also responsible for reviewing and making determinations about documents, exercising judgment in ensuring that firm policies and procedures are followed, and understands how ethical and legal obligations affects the storage, organization and transfer of data. He or she advises attorneys, paralegals and staff about records management best practices, data privacy, security issues, and other risk management issues.

  • Provides practice-specific records guidance to attorneys, paralegals and practice assistants.
  • Consuls with firm personnel on the appropriate locations where data should be stored and acts as a resource regarding various information governance questions for attorneys, staff and other users.
  • Assists senior management in identifying and containing risks relating to information management, and fostering a compliance culture in regards to information governance.
  • Confers with other Risk Management personnel and IT on issues relating to the intake, maintenance and disposition of electronic records.
  • Conducts desk-side assistance to partners and other attorneys seeking help with the management of their email, DMS, network drive, and SharePoint records.
  • Advises Records Management Attorneys and/or their practice assistants on all aspects of the KERI approval process and disposition, e.g. destroy, return-to-client, retain processes.
  • Analyzes, documents, proposes solutions, and involves senior management, if needed, when complex electronic records issues arise.
  • Qualifies and processes paper records for conversion to electronic format.
  • Identifies and processes unidentified physical and electronic records.
  • Promotes effective work practices, working as a team member, and showing respect for co-workers.
  • Facilitates local retrieval, validation, and shipping of records in response to internal requests and approved file releases.
  • Ensures local departures are processed in accordance with the departing personnel procedure to include filing of material under the departing person’s personal control.
  • Destroys/deletes paper and electronic records per KERI or Protective Orders.
  • Supports and/or assumes responsibility for firm wide initiatives, projects, and ongoing scopes of work.
  • Available to provide guidance and assistance to all Kirkland offices and senior management on daily work, special projects, compliance issues, and policy or procedure changes.
  • Assists with educating attorneys and staff on Risk and IG/Records Management policies and procedures.
  • Assists in providing guidance to users on best practices and policies and applies Information Governance principles to a variety of situations.
  • Mentors IG Analyst(s) and interns through the completion of daily tasks.
  • Assists with attorney and staff departures. Ensures that departure processing is 100% in compliance with the departing personnel procedure. Works collaboratively with Human Resources and Attorney Recruiting on departing personnel issues.
  • Advises personnel on the Firm’s records destruction and file transfer standards and procedures.
  • Ensures file intake of lateral hire files is in compliance with Firm policy, or escalates for review and resolution to the appropriate individuals.
  • Effectively manages resources and prioritizes projects in order to mitigate records and information management compliance risk.

 

Qualifications & Requirements

The IG Specialist is a detail-oriented individual who provides customer service which continually meets or exceeds the expectations of attorneys, paralegals, and staff. This person is a proactive contributor who has a demonstrated enthusiasm for Information Governance. Critical thinking, problem-solving, consulting, and negotiation skills are required. The individual is capable of conveying a friendly and positive demeanor when interacting with others in person, on the telephone and by e-mail, and must be able to effectively prioritize and respond to multiple service requests, often while working under tight time constraints. The ability to lift boxes up to 30 lbs. is required. 

The individual must have a bachelor’s degree (or equivalent experience). 2-4 years of experience in a law firm or corporate legal environment is preferred.  Requires the ability to develop and deliver grammatically correct and error-free verbal and written communications in a variety of formats and styles. Must also be proficient in MS Office Suite, document management systems and database management systems, with additional proficiency in SharePoint and Visio preferred. Must be self-motivated, creative and detail-oriented with a strong knowledge of legal information management and/or information governance processes and technologies. Ability to explain complex and/or technical topics relating to information governance to those with limited knowledge of the Firm’s systems and polices a must.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please go to www.kirkland.com