SUMMARY: This position is responsible for the Firm-wide development, implementation and compliance of policies and general procedures relating to the physical and electronic records functions. Manage the resources and workloads of the Records Department to insure efficient and effective management of records and files. Establishes future direction and plans concerning records management for the firm to meet compliance requirements and improvements based on best practices.

RESPONSIBILITIES:

• Perform administrative duties (recruiting, hiring, training, coaching, performance planning and evaluations, training, corrective actions, etc.) associated with leading a team of records professionals. Be a mentor. Promote a positive, service excellence, Records Department and increase its visibility within the firm.
  
  
• Develop, implement and/or refine the Firm-wide physical and electronic records programs that comply with legal and regulatory obligations to clients and meet local and federal regulatory requirements. Standardize records management across the firm as appropriate.
  
  
• Direct, communicate and support the vision of the records management program to attorneys and staff across the Firm. Oversee the administration of all facets of the DWT records management program activities covering the entire life cycle - creation, use, archival and destruction - of both physical and electronic records.
  
  
• Promote and increase use and reliance on electronic versions of records over the physical in efforts to reduce the overall amount of paper retained by the firm. Educate attorneys and staff in records identification, scanning, printing, recycling, and shredding options to insure efficient and appropriate handling of records. Be an advocate for transitioning from physical to electronic records.
  
  
• Develop and refine workflow procedures for both physical and electronic records. Keep up to date with industry trends and best practices. Recommend internal and software-related improvements.
  
  
• Work with attorneys and staff to build consensus for, and compliance with, the records management program and policies. Maintain changes, and communicate policies in support of the program.
  
  
• Consult and advise departments and/or practice groups, as needed, on records management best practices for paper and electronic records and develop solutions to particular problems.
  
  
• Establish and maintain a written Firm-wide records management policy seeking guidance and approval from the QAC and others as needed. Provide communication and ongoing education regarding the policy.
  
  
• Work with firm/department management and attorneys from various practice groups to develop and oversee retention guidelines for physical and electronic records to meet local and federal regulatory requirements.
  
  
• Act as principal contact for records program related vendors. Coordinate with vendors providing records management services to insure service level agreements are being fulfilled. Maintain vendor relationships.
  
  
• Support the records program training efforts. Assist in the development of training materials and perform training when needed or as appropriate.
  
  
• Determine outsourcing/consultant/temporary work requirements and work with vendor(s) in meeting the firm's needs in the most cost-effective manner.
  
  
• As needed, participate in the activities of the records program's governance boards (e.g., QAC, Technology Committee, Records Audit, etc.). Advise and consult with senior management as needed on records issues.
  
  
• Participate in IT budget process and other special projects and/or support as required.
  
  
• Prepare regular status reports on team activities. Also prepare written documentation, proposals, and/or recommendations. Make presentations as needed.
  
  
• Travel, as necessary.

QUALIFICATIONS

• BA or BS degree required. Masters degree preferred.
  
  
• Certificate Records manager (CRM) or similar certificate preferred.
  
  
• strong, proven leadership skills acquired from at least eight years experience as a Records Manager/Supervisor. Direct supervisory experience of teams from 10-15 people in size required. Strong team building skills required.
  
  
• Knowledge of the principles and practices of electronic records management required.
  
  
• Experience developing and implementing records management policies and procedures required.
  
  
• Experience with records management systems (FileSurf) and document management systems (Interwoven), and proficient in the use of Microsoft Office preferred.
  
  
• Excellent communications skills, both verbal and written, with all levels of a professional services organization are required. Ability to consult/provide guidance to attorneys and staff in records management best practices to insure compliance.
  
  
• Knowledge of imaging/scanning technologies and various search engines preferred.
  
  
• Ability to organize workload effectively and operate within tight timeframes.
  
  
• Ability to work collaboratively, building consensus across multiple departments and offices.
  
  
• Strong customer service skills while working under pressure required.
  
  
• Exceptional interpersonal and customer service skills required. Ability to handle stressful situations in a calm, composed manner is required.
  
  
• Strong systems analysis and problem-solving skills with attention to detail and quality control are required. Ability to prioritize and execute tasks in a high pressure environment and make sound decisions in emergency situations required.
  
  
• Must be a team player and willing to share information with others. Demonstrated ability to learn new technologies quickly and independently required.
  
  
• Strong decision-making, follow-up, follow-through, priority setting, and negotiating skills are required. Demonstrated ability to practice good judgment required.
  
  
• Ability to work independently, with minimum supervision, required.
  
  
• Previous experience in a law firm or professional services organization, supporting a multi-office environment, preferred.

If you are interested in applying for this position, please submit your resume to Susan Robbins, HR Generalist, at susanrobbins@dwt.com.

Davis Wright Tremaine is an Equal Opportunity Employer