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Records Specialist

San Francisco, CA

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San Francisco
This position is open to either Palo Alto or San Francisco.
The Electronic Records Specialist is responsible for utilizing in-depth knowledge of established records management theories to lead the development of processes and procedures, work practices, trainings, controls and technology improvements to effectively manage the electronic records in support of the Firm’s operational needs and Records Management strategy.
Assist the Office of General Counsel with the document hold/preservation orders and collection processes. Work with applicable lawyers and staff on the identification and collection of potentially responsive email and electronic documents. Utilize search and collection tools to facilitate identification and collection of responsive documents.
Process electronic records received in conjunction with the on boarding of new lawyers or the transfer of matters to the Firm.
Administer process for the collection, review and release of electronic records necessary to comply with file releases associated with client requests. Offer suggestions for process improvement, as appropriate.
Work with practice groups and administrative departments to ensure compliance with the Firm’s Records Management policy.
Provide support and guidance for the classification of electronic records according to the Firm’s records classification scheme, including the development of folder structures, taxonomies, metadata standards, procedures, and content for training programs.
Lead efforts to organize and classify unstructured data.
Execute process for electronic records disposition, including email and litigation support data in response to court-ordered document destruction or implementation of Firm retention policies. Maintain procedures to facilitate the orderly disposition of records.
Lead the development of a quality control program to measure the accuracy of record classifications. Oversee the quality review of records stored in the Firm’s document management system. Facilitate reclassification of incorrectly profiled records.
Identify electronic record management risks and lead the development of action plans to mitigate identified risks.
Provide support and guidance for electronic records migrated from shared drives or other electronic records storage areas to archival storage.
Act as a liaison between lawyers and IT in regard to issues of electronic records organization, access, retention, and disposition.
Lead the development of protocols and methodologies for electronic records storage and disposition.
Assist with developing long-term plans for maintenance and archival storage of electronic records.
Collaborate with IT to define and address the incorporation of records management requirements into information management systems design and other technology changes, including the development of migration strategies that ensure the integrity of electronic records and related metadata for the required retention.
Collaborate with IT Security to develop security procedures in accordance with leading practices and Firm requirements.
Develop periodic and ad hoc reports regarding the quality and progress of the electronic records management initiatives.
Lead the effort to research and assess leading practices and emerging technologies for electronic records management.
Identify, evaluate, and recommend resources and tools.
Other duties as assigned.
To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email
(current employees should contact Human Resources).
Education and/or Experience:
At least 4 years of records management, litigation support or IT experience, preferably in a professional services firm.
Knowledge of archival data storage, data migration methodologies, and data conversion techniques.
Knowledge of records preservation procedures, practices, and techniques.
Experience with content management systems such as Documentum, NetDocs or iManage.
Working knowledge of the Microsoft Windows operating system and basic network functions.
Direct experience working with various forms of storage media.
Proven program/project management experience.
Strong presentation skills including the knowledge of MS Visio and MS PowerPoint.
A Bachelor’s degree in Business, Library Science, Information Science or other related field or an equivalent combination of education and/or work experience.
Prior experience extracting and exporting data from Symatic’s Enterprise Vault, Microsoft Exchange and/or iManage.
Experience with Symatic’s Discovery Accelerator or other similar e-discovery tools.
Experience with programming languages including XML and SQL.
Advanced knowledge of Microsoft Outlook.
Other Skills and Abilities:
The following will also be required of the successful candidate:
Strong organizational skills
Strong attention to detail
Good judgment
Strong interpersonal communication skills
Strong analytical and problem solving skills
Able to work harmoniously and effectively with others
Able to preserve confidentiality and exercise discretion
Able to work under pressure
Able to manage multiple projects with competing deadlines and priorities
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