Information Governance Transfer Specialist

Thompson Hine LLP, an AmLaw 200 firm consistently recognized for its commitment to Innovation, Inclusion, collaborative culture, is seeking an Information Governance Transfer Specialist to join any of the following offices: Chicago, Cincinnati, Cleveland, Columbus, Dayton, and Los Angeles . This position will lead Thompson Hine’s efforts in the secure digital transfer of files into and out of the firm corresponding with the arrival and departure of legal professionals. This role ensures that all incoming and outgoing clients and matter materials are accurately received, imported, logged, organized and maintained in compliance with Firm policies and procedures, applicable retention schedules and regulatory requirements.

The Transfer Specialist serves as a liaison between attorneys, staff, clients and external parties to ensure seamless transitions of materials. In addition, the Transfer Specialist handles Litigation Holds and similar data capture activities.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

• Accept and process digital incoming and outgoing transfers of case files via file sharing platforms, and other secure transfer methods;
• Coordinate with attorneys, paralegals and external parties to ensure accurate and timely receipt or delivery of electronic materials;
• Coordinate with Business Intake employees to ensure timely opening of relevant Clients and Matters after validating the appropriateness of client release letters;
• Confirm receipt and completeness of transferred files, logging transactions in accordance with firm protocols;
• Upload, organize and index case files into the firm’s approved client data storage repositories including NetDocuments Document Management System (“DMS”) and Windows file shares, ensuring compliance with the firm’s filing and naming conventions, such as metadata accuracy, foldering and version control;
• Develop and implement processes to rapidly ingest and export data, including through scripting and other mass change functions;
• Perform quality control checks to verify that files are accessible, properly categorized, and error-free;
• Troubleshoot technical issues related to digital transfers and escalate when needed;
• Ensure compliance with privacy, confidentiality and information-security policies and regulations;
• Collaborate with Information Security and IT teams on data disposition, verification, and privacy initiatives, including Data Loss Prevention (DLP);
• Maintain detailed transfer logs and generate periodic status reports for management review and discussion;
• Ensure tasks and special projects are completed by stated deadlines.

QUALIFICATIONS

Education, Training and/or Experience

• Proficiency in Microsoft Office (Excel, Word, Outlook, Teams, SharePoint); experience with SQL reporting, Power BI, iManage, NetDocuments, or similar systems is preferred.
• Familiarity with legal financial management systems (ex. Aderant) is preferred.
• Experience with data import/export tools, DLP, and access management systems is required.
• Experience with secure file-sharing platforms (ex. ShareFile, Egnyte, Globalscape, Accellion/Kiteworks) is preferred.
• Minimum of 3 years' experience in Records, Information Governance or Information Services role at a law firm or related industry, with 5-7 years' overall experience preferred .
• Strong project management, analytical, and customer service skills.

Knowledge, Skills, and Abilities

Individuals must possess the following knowledge, skills, and abilities, or be able to explain or demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodations through some other combination of skills and abilities.

• Experience with electronic discovery (eDiscovery) platforms or case management systems;
• Knowledge of legal compliance requirements for digital records;
• Ability to provide ad hoc training for users of all abilities;
• Ability to develop professional relationships with attorneys, staff and other departments;
• Advanced knowledge of all firm repositories containing electronic and physical information and data;
• Ability to manage data regardless of format;
• Ability to create and maintain standard operating procedures (SOPs) and process documentation;
• Possess excellent written and verbal communication skills;
• Possess excellent technical and analytical abilities;
• Possesses interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff and is a team player.

Compensation is determined upon the market in which the position is located, the responsibilities of the position, the experience and skills of the applicant, and other job-related factors. The estimated salary ranges for these locations are the following: Cleveland is $53,000 to $67,000, Chicago is $56,000 to $71,000, and Los Angeles is $60,000 to $76,000.

Thompson Hine LLP is an Equal Opportunity Employer that offers competitive wages, and a robust benefits package. Benefit offerings include, but are not limited to, medical, dental, and vision insurance as well as Paid Time Off (PTO).