Records & Information Governance Manager

Focused on employment and labor law since 1958, Jackson Lewis P.C.’s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged and stable, and share our clients’ goals to emphasize belonging and respect for the contributions of every employee.

The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® “Best Law Firms”. 

Position Summary

Under the general direction of the Director of Records and Information Governance, the Records and Information Governance Manager, will have responsibility for overseeing and executing the daily operations related to Matter Mobility and Retention within the Records and Information Governance Department. The successful candidate will be responsible for retaining, archiving, and disposing of organizational records in accordance with legal, regulatory, and internal policy requirements as well as system implementation support.  In addition, this role plays a critical part in ensuring the seamless transfer of matters across systems, departments, and jurisdictions, while maintaining compliance with data governance policies and ensuring the integrity of records throughout their lifecycle. They will bring expertise in records lifecycle management, strong organizational skills, and a proactive approach to compliance and process improvement.

Responsibilities:

Retention Coordination

• System Implementation Support
  • Assists in the planning, configuration, and deployment of Automated Records Retention Management Systems across the organization
  • Collaborates with IT, Legal, and departmental stakeholders to ensure system alignment with records retention policies and compliance requirements
• User Training and Support
  • Develop and deliver training programs for users.
  • Provide ongoing technical support and troubleshooting assistance.
• System Maintenance & Enhancement
  • Manages the review and documentation of ARMS updates and coordinates with vendors and internal team to implement updates and enchancements
• Retention Program Oversight to include:
  • maintain records retention schedules across departments
  • Monitor compliance with retention policies and legal requirements
  • Coordinate periodic reviews and updates of retention schedules
  • Oversee classification, storage, and disposition of physical and electronic records
  • Ensure timely and secure destruction of records in accordance with policy
  • Collaborate with IT and Legal to manage data retention in enterprise systems
  • Reporting and Auditing
  • Prepare reports on retention activities, compliance metrics, and audit findings
  • Support internal and external audits related to records retention
  •  Stakeholder Collaboration
  • Serve as a liaison between departments to ensure consistent retention practices
  • Provide training and guidance to staff on retention policies and procedure.
  • Respond to inquiries regarding retention schedules and recordkeeping requirements

Matter Transfer Coordination

• Manage end-to-end matter mobility processes, including initiation, tracking, and completion of matter transfers
• Collaborate with internal teams (Legal, IT, Compliance) to ensure accurate and timely movement of matter data
• Resolve issues related to matter ownership, access, and permissions during transitions

• Compliance & Governance
  • Ensure all matter mobility activities adhere to internal data governance policies and external regulatory requirements
  • •      Maintain documentation and audit trails for all matter transfers
  • •      Support risk mitigation efforts by identifying and addressing potential compliance gaps
• Stakeholder Communication
  • Serve as the primary point of contact for matter mobility and retention inquiries and requests
  • Facilitate communication between departments to ensure alignment and transparency during transfers
  • Provide status updates and reporting to leadership and stakeholders
• Records Lifecycle Management
  • Maintain accurate records of matter transitions, including metadata, retention schedules, and disposition status
  • Support integration of matter mobility processes with broader records management systems and strategies
  • Participate in system upgrades and process improvements
• Other Duties may include working with Director of RIG on the following:
  • Management responsibility over daily work load and administrative matters related to the Records Specialists
  • Manage/Coordinate records related office upfit/move/downsizing projects.
  • Developing, implementing, managing RIG policies and procedures
  • Enhancing user services and relationships
  • Assessing equipment usage and needs
  • Inactive/Active records storage management
  • Assistance with paper”less” initiatives.
  • Reports regularly to IG Director on goals, objectives, projects and accomplishments.

Qualifications and Experience:

Requirements:

• BA/BS preferred.
• Minimum of 10+ years of experience in Records and Information Governance review and processing preferred.
• Proficiency in managing and implementing Automated Records Management Systems.
• Previous managerial experience preferred.
• Experience in policy and procedure writing.
• Highly developed analytical skills, with proven ability to work accurately, show good judgement, organize and prioritize work to meet deadlines.
• Well-developed communication skills, both written and oral, and effective interpersonal skills, including the ability to build productive networks and negotiate confidently and diplomatically.
• Demonstrated ability to manage work projects to achieve results in support of a shared purpose and direction.

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For Chicago, the expected salary range for this position is between $91,000 and $101,000.   This position is also eligible for annual bonuses.  

The actual compensation will be determined based on experience and other factors permitted by law. 

Jackson Lewis offers a competitive benefits package that includes:

·         Medical, dental, vision, life and disability insurance

·         401(k) Retirement Plan

·         Flexible Spending & Health Savings Account

·         Firm-paid holidays, vacation, and sick time

·         Employee assistance program and other firm benefits.

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other characteristics protected by law.