Senior RIM Specialist

 •  Ropes & Gray Boston, MA

Less than 5 years experience  •  Legal Services

Salary depends on experience
Posted on 08/10/17
Boston, MA
Less than 5 years experience
Legal Services
Salary depends on experience
Posted on 08/10/17

JOB SUMMARY:

Primarily based in our San Francisco office, but also frequently working out of our Palo Alto office, the Senior Records & Information Management (RIM) Specialist plays a key role in the marketing, training and support of records and information management products and services.  The team member will work closely with RIM management and key stakeholders in the firm’s U.S. west coast offices to promote the use of iManage workspaces for the storage of e-mail and electronic client and business records and the use of iManage Records Manager (IRM) for the management of physical records. Working with others in RIM, Knowledge Management (KM), Information Technology (IT), Legal Knowledge Management (LKM), operations and office of the general counsel, this position supports attorneys, paralegals, secretarial services and other admin groups in their use of IRM, iManage, and other relevant tools.

ESSENTIAL FUNCTIONS:

  1. Promote the use of iManage by working with attorneys, paralegals, secretarial services, trainers, KM and RIM, to encourage adoption of, and compliance with the firm’s RIM and document management system policies. Gather feedback and make recommendations to the iManage Product Manager and Senior Manager of Information Governance for enhancements and modifications to document management processes and procedures.

  2. Provide ongoing support for iManage workspaces by training key stakeholders on the proper use of the system and ensuring practice group-specific filing guidelines are being followed.

  3. Create, edit and track existing physical records in IRM.Scope of responsibility also includes researching file activity history, auditing for inactive or misplaced records and archiving closed records for off-site storage.Manage relationship with Access, San Francisco and Silicon Valley’s offsite records storage vendor.Work with vendor to also facilitate file destruction projects, as needed.  Assist with annual budget process related to off-site records storage in these offices.

  4. Work with Enterprise Systems (ES) and RIM to assist with migrating content from firm file shares, local user drives, SharePoint and Exchange into iManage.Meet with content owners, define requirements and ensure accurate and seamless migration of content.

  5. Consult with intranet team and iManage Product Manager to drive to use of iManage as a content management system for the firm’s intranet and extranet sites.

  6. Liaise with RIM mobility & disposition coordinator to assist in the coordination and oversight of the transfer-in and transfer-out of client documents for west coast based attorneys and clients.Review and approve requested client and attorney personal material in accordance with RIM processes and procedures.

  7. With assistance from ES, and iManage Product Manager, analyze annual metrics related to use of iManage and on-demand folders by west coast office users and be able to convert analysis of reports into actionable items to improve compliance.

  8. Identify business process improvement opportunities, under-utilization of RIM products and services and technical training opportunities and be able to provide useful feedback to Senior Manager of Information Governance, iManage Product Manager and Manager of RIM.

  9. Working with west coast offices administrator, secretarial services manager and RIM personnel, assist with the onboarding and departure procedures for lateral partners, associates, paralegals and staff.

  10. File email belonging to departed attorneys to iManage.

  11. Manage projects as needed and promote RIM best practices.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

  • Bachelor's degreerequired. Degree in a relevant field strongly preferred.

  • Three to Five years of law firm experience in the area of records or document management, knowledge management or legal technologyrequired. 

  • Two plus years experience supporting iManage or other legal document management system required.

  • Two plus years experience supporting LegalKEY, IRM or other legal records management system required.

  • Strong business analysis and project management skills.

  • Experience in technical training desirable.

  • Experience with the use of Relativity or similar litigation review tools desirable.

  • Ability to work with a variety of people at all levels within the organization.

  • Exceptional attention to detail, strong analytical, troubleshooting and problem solving skills.

  • Excellent customer service orientation, positive, proactive manner.

  • Must have strong written and oral communication skills and be able to explain concepts and provide direction to all levels of staff and attorneys.

  • Solid presentation skills important.

  • Ability to organize, plan and carry out multiple projects simultaneously.

  • Must be both a self-starter, a team player and need to be able to work independently with a limited amount of direct on-si

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