Information Governance Supervisor

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 eight consecutive years and #1 on Law.com's UK A-List twice in the past three years - rankings that honor the "best of the best" law 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, Milan, New York, Paris, 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 JOB SUMMARY:The Information Governance (IG) Supervisor manages a team responsible for executing critical assignments related to client and business records, supporting the firm’s information governance initiatives. This role ensures the effective delivery of IG services, including records management, attorney departures, client file transfers, and compliance with retention and destruction guidelines—by coordinating closely with the IG Mobility Manager and the IG compliance team. The IG Supervisor oversees daily operations, staff scheduling, and work quality, and plays a pivotal role in onboarding, training, and mentoring team members. The position requires strong organizational and project management skills, exceptional customer service, and the ability to handle sensitive information with discretion. The IG Supervisor collaborates across departments to implement IG processes, supports continuous improvement efforts, and contributes to the advancement of the firm’s information governance program. Responsibilities ESSENTIAL FUNCTIONS:Supervise and direct assigned team members to set and adhere to daily work schedules and to assure work product excellence and accountability in compliance with firm policies and department procedures/goals, providing guidance and coaching as appropriate.Responsible for the resourcing of and assignments for all assigned team members, including but not limited to: coordinating with the mobility team to assign file transfer reviews to assigned team members, the NY IG Supervisor to assign attorney departures and retiring partner support, coordinating with the retention and disposition specialist for team member assignments for collections of electronic documents to review and approve for disposition in the firm’s disposition workflow application, managing closing binders related tasks and assignments, electronic and physical file review and management.Maintain department attendance and time sheet records, approving any required overtime and paid/unpaid time off.Manage the process for evaluating and approving or rejecting time-off and remote work requests from assigned team members – most importantly ensuring there is sufficient in-office and vacation season coverage.Skillfully oversee assigned IG department functions and resources to ensure the provision of outstanding quality and consistent IG services to internal and external customers. Routinely demonstrate excellent multi-tasking ability, work organization, prioritization, time-management, project management, and assignment completion skills. Acquire a thorough understanding of relevant workflow processes, perform routine process evaluations, and make adjustments and/or enhancement recommendations, as appropriate, to the Senior Manager of Information Governance.Recruit and interview candidates for co-op students, information governance assistant and specialist job openings. Develop and implement effective training for employees on firm wide information governance initiatives in accordance with department standard operating procedures. Regularly audit training information and documentation to ensure the information and procedures are up to date.Create a list of onboarding tasks and develop training schedules for new co-ops, IG assistants and analysts. Work with appropriate IG personnel to update training materials and deliver training.Responsible for performance management of direct reports, including annual performance management meetings, collaborating with direct reports on annual goal setting, monitoring progress towards set goals for the year, holding regularly scheduled one-on-one meetings, providing timely and candid feedback and providing input on staff compensation decisions with the department manager. Solicit feedback from clients on the job performance of team members as part of the firm’s performance management process and on an ad-hoc basis.Responsible for the training, mentoring, and supporting professional growth and career development for direct reports.Possess exemplary communication skills to provide timely and candid feedback to direct reports; demonstrate a strong ability for managing challenging performance conversations and a coaching mindset.Provide guidance to attorneys, paralegals and administrative staff on compliance with the firm’s retention and destruction guidelines, electronic recordkeeping, the closing binders library, incoming and outgoing client file transfers, attorney departures, and other procedures as required.Assist the Senior Manager of IG with development of policies and procedures. Assist the Senior Manager of IG with the rollout of firm wide staff training and development initiatives.Assist with managing the firm’s offsite records and media storage accounts for US offices consistently looking for cost saving opportunities and the development of best practices. Maintain strong relationships with vendors, ensuring they are performing to our standards and expectations. Assist with processing invoices.Collaborate with the NY IG Supervisor on assignments for attorney departures to direct reports. Trusted to handle extremely sensitive and confidential information related to exiting attorneys.Assist the Manager of Information Governance Mobility with tasks and projects related to the transfer of records and data into the firm and the external transfer of records and data. Work closely with the Manager of Information Governance Mobility for ongoing efforts to transfer client records out of the firm as part of practice group departure projects, processing backlogs of client records offsite, reviewing, and transferring to the designated destination. Oversee direct report assignments related to mobility work.Educate, and market to the customer, IG products and/or services through telephone, email and/or face-to-face interactions, anticipating needs and identifying appropriate solutions in a timely manner. Collaborate with IG team members on efforts to market IG services firm wide and in local offices. Support and guide team members on outreach and education efforts for internal clients. Regularly audit IG pages on the firm’s intranet and ensure information is up to date.Possess exemplary customer service and interpersonal skills in order to interface with personnel at all levels of the organization. Demonstrate a strong and reliable ability to manage urgent and extraordinary issues and/or circumstances, and complex requests.Maintain a working knowledge of industry trends and best practices pertaining to the field of records and information management.OTHER RESPONSIBILITIES:Provide mentoring and professional development opportunities for assigned team.Conduct frequent analysis of existing processes and procedures and recommend efficient, cost-effective solutions in compliance with department and firm policies.Implement tools to measure metrics and monitor the ongoing development of the firm’s information governance program.Evaluate and oversee implementation, as appropriate, of automated methods of managing and disposing of records.Assist Senior Manager of Information Governance in budget preparation and monitoring of budget.Assist the Manager of Information Governance Mobility with incoming file transfers for new firm clients, including transfers of both physical and electronic media.Provide regular updates to the Senior Manager of Information Governance on the status of projects and compliance issues related to the information governance program.Perform other work-related duties as assigned, including assisting with other information governance projects as required. Qualifications EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:Bachelor’s degree required.Three to five years or more of information governance experience in a law firm environment required.Candidates must possess a detailed knowledge of records management systems. iManage Records Manager (IRM) experience is strongly preferred.Two years or more experience in a supervisory or managerial role within a legal records department in a mid-sized to large law firm is strongly preferred.Experience with the iManage Work document management system strongly preferred.Exemplary customer service skills, including ability to anticipate needs and manage multiple tasks simultaneously.Excellent verbal and written communication skills and an ability to interact diplomatically with all levels of firm personnel.Strong computer skills; experience implementing and/or managing an Electronic Records System is desirable.Excellent organization, time management, and project management skills, including strong critical thinking and problem-solving skills.Ability to work under tight time constraints and deliver objectives in a timely manner.Membership in peer professional development groups required, preferably ARMA, ILTA, or AIIM.Individual must be team oriented, collaborative, diplomatic, and flexible.Self motivated with the ability to work independently and drive projects through to completion.Certified records manager (CRM) or information management professional (IGP) designation preferred.Ability to travel to other offices as needed.Capability to lift boxes weighing at least twenty-five pounds repeatedly is required. Compensation and Total Rewards Package Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is listed below and represents our good faith and reasonable estimate of the starting salary range at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. 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: $101,900 - $155,350 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.Job Summary