Hinshaw & Culbertson LLP is a leading national law firm with over 20 business centers in the United States. With approximately 500 lawyers and 1,000 personnel, we are a traditional, yet innovative and diverse Firm and our people are our highest priority.
Our Chicago office is looking for a National Records Manager (“NRM”) who is responsible for ensuring that attorneys and staff comply with the Firm’s policies and procedures for the creation, use, access, storage, and disposal of records as well as an advanced ability to recognize and appraise specific legal documents and other information. This role oversees compliance issues for records in all media, but it has particular emphasis on the policies that govern digital and electronic records and information. In addition the NRM creates and implements procedures to advance the firm's paperless office goals and directive and serves as a key staff member of this initiative.
Qualified applicants will possess the following:
Ability to work with the Director of Risk Management to develop long-term strategic plans that map the firm’s evolution from primary reliance on paper-based filing to an electronic filing RIM environment.
Manages the Records Department staff. This will include responsibility for scheduling staff, training staff, performance management and making recommendations for the hire or termination of staff.
Facilitates the transfer of matter information into and out of the firm.
Develops and implements procedures for the culling and scanning of closed files by the Records Department staff and manages ongoing file review and destruction program for all closed files.
Communicates Records Management policies and procedures throughout the Firm in a variety of forums.
Acts as key member in initiative to convert Hinshaw into a paperless environment. Collaborate with attorneys, Director of Risk Management and staff in order to create and implement paperless procedures.
Financial Management through the ordering and stocking of Records Department supplies and the validation of all storage vendor invoices.
Demonstrates a mastery of records management duties such as file creation, circulation, maintenance, document classification, offsite storage, and matter information transfer. Understand policy and process distinctions between legal representation records and Firm administrative records. Perform tasks associated with the Firm’s records retention processes.
Other related responsibilities as needed.
Minimum Job Qualifications:
Bachelor’s Degree in Business, Library Science, Information Science or other related field or equivalent experience.
Minimum five years of legal (or comparable) records management experience at a senior management level.
Strong analytical skills and successfully demonstrate knowledge of records management principles, customer service and computer skills.
Demonstrated mastery of records management skills, including: design and use of indexing and classification schema; analysis and development of records management workflow; implementation and enforcement of law firm records retention policies and processes. Understanding of ethical and legal records management requirements for lawyers.
Proficient technology skills, including RIM databases, litigation support tools, document management systems, email systems and image capture technologies. Strong project management skills, including ability to document business needs, design workflow processes and communicate them to system developers.
Experience managing staff; including recruiting, training, mentoring, counseling, and strong delegation skills.
Excellent verbal, written and oral communication skills, as well decision making and organizational skills. Ability to communicate to multiple audiences. Strong discernment and judgment skills.
Ability to prioritize tasks in a high pressured environment (i.e., Ability to work under pressure and complete job assignments in an accurate, timely and professional manner).
Excellent organizational skills; analytical, detail oriented and methodical. Able to adapt to shifting priorities.
Certification in Records Management (CRM designation) and/or Certified Information Governance Professional (IGP) is highly desired.
This job description is intended to describe the general nature and level of the work being performed by employees in this job. It is not intended to be a complete list of all responsibilities, duties, and skills required for this job classification.
We offer competitive compensation and comprehensive benefits including medical/dental/vision/life and AD&D Insurance, 401(k) savings plan and retirement, generous paid time off and opportunities for professional development.
As an EOE/AA employer, Hinshaw & Culbertson LLP will not discriminate in its employment practices due to an applicant's age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, protected veteran or disability status or any factor prohibited by law.
Note To Agencies and Applicants: At this time, Hinshaw & Culbertson LLP will not be accepting applications submitted through search firms for this position. All qualified candidates must submit their own applications to be considered for this position.