Information Governance & Records Specialist - HOU

Information Governance & Records Specialist - Hou

Dykema Gossett PLLC, a leading national law firm is seeking to hire an experienced Records & Information Governance Specialist in the Houston or San Antonio office. The Records & Information Governance Specialist will be responsible for coordinating one or more primary functions of the Records & Information Governance team, including file management (both physical and electronic), file intake, file transfers, destruction requests, and data access requests, and records retention. This position will also be required to perform general duties relating to the file room such as file creation, labeling, tracking, storage, the purging of both electronic and physical files, retrieval of Firm files, and updating files in the Firm Records Management Systems (RMS) and training employees in the RMS.

Essential Duties And Responsibilities

• Creating files and inserts following established procedures.
• Sending files off-site, keeping them updated in Records Management System, and retrieving files from off-site storage upon request.
• Keeping track of official files and their contents, whether in electronic or paper form.
• Saving correspondence regarding transfers and departures into the Firm Document Management System (DMS).
• Participates in file transfer requests, paper and electronic, including accurate documentation, records management software tracking, and data entry firmwide.
• Collaborates with other members of the RIG Transfer Team on importing and exporting electronic client matter data.
• Responds to queries from attorneys and staff regarding the use of the RMS and DMS, including but not limited to file location, folder structure, and organization.
• Works independently with oversight from the department leadership and takes responsibility for special projects as assigned.
• Participates in the purging of files in accordance with Firm procedures, file closing, and retention.
• Comply with Firm policies, procedures, and workflows relating to information storage and governance, and assist with communicating these standards to Firm personnel.
• Ensuring the appropriate deletion of files that have met retention.
• Strong customer service skills, able to anticipate needs, and exercise independent judgment.
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm.
• Ability to work under pressure and meet deadlines with shifting priorities.
• Capability to utilize the Firm's records management application involving basic functionality in addition to performing research, reporting, and troubleshooting.

Knowledge, Skills And Abilities Required

• Two (2) to three (3) years of post-high school training or equivalent work experience.
• Minimum of two (2) to three (3) years of recent information governance and records management experience.
• Good communication skills, including verbal and written, as well as organizational skills.
• Highly effective attention to detail and accuracy required. Must be self-motivated and able to work independently.
• Working knowledge of Microsoft Office Suite and data entry.
• Ability to lift and transport moderate to heavy (25-30 pounds) lifting, stooping, and bending.
• Prior Records Management System and Document Management System experience, preferred.
• Experience in NetDocuments and FileTrail preferred.
• Experience working in a law firm or corporate legal environment preferred.
• Strong organizational skills and the ability to handle multiple projects.
• Absorb and implement policies/procedures quickly and can subsequently make suggestions on how to streamline department processes. The Information Governance Team works in an environment of constant change; and adaptability is key to the success of our team.