Information Governance Coordinator

Simpson Thacher & Bartlett LLP is one of the world’s leading international law firms. The Firm was established in 1884 and has more than 2,000 lawyers. Headquartered in New York with offices in Beijing, Boston, Brussels, Hong Kong, Houston, London, Los Angeles,Luxembourg, Palo Alto, San Francisco, São Paulo, Singapore, Tokyo and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe.

Description/Job Summary

The Information Governance Coordinator is responsible for following policies and procedures related to file management (both physical and electronic) such as: intake, transfers, storage, destruction requests, retention schedule(s) and data access requirements. The position will work to ensure adherence to an IG framework for all policies, standards and practices, to achieve the required level of consistency, quality and protection to meet the overall business needs of the firm. The position will also be responsible for the continual analysis of the firm’s governance framework, with a focus on the improvement of data quality, management and security through modifications to the organization’s policies, standards, principles and processes.

Responsibilities/Duties

• Assist with the firm's Matter Mobility Program, including supporting the onboarding of lateral partners' client files, coordinating with partners' previous firms, maintaining records of client authorizations for file transfers, and handling the export of files for departing partners
• Support the closing set process by managing closing documents in iManage, ensuring proper document formatting and classification, creating and formatting Word closing tables for internal purposes, and utilizing iManage Closing Folders for external closing set preparation when requested.
• Manage day-to-day operational aspects of the firm's Information Governance Program, including file intakes, releases, destructions, and data access procedures.
• Collaborate with IT, Knowledge Management, and legal professionals to create, organize, and document data collection, sharing, protection, and storage processes.
• Process and manage hardcopy legal documents by identifying different document types, entering information into FileTrail, reviewing materials prior to updating databases, preparing files for off-site archiving, and submitting service requests via the offsite storage vendor portal.
• Identify locations of unstructured data on the network and organize/migrate data to official repositories or prepare for disposition as appropriate.
• Demonstrate strong oral and written communication skills to support and consult all levels of staff on information governance best practices.
• Drive process improvement through collaboration with data owners by understanding business goals and aligning with information governance program objectives.

Required Skills

• Bachelor’s degree or equivalent years of experience
• Minimum 5+ years of records and information management experience, preferably in a law firm environment.
• Knowledge and experience working with structured, semi-structured, and unstructured data.
• Dependable team player, able to follow written and oral instructions, and excellent judgment about when escalation is necessary or appropriate.
• Able to identify and analyze data-related issues to recommend solutions.
• Excellent organizational skills including record keeping, data collection, and system information.
• Superior time management skills, including the ability to set priorities, flex with changes in requirements and meet deadlines.
• Ability to handle pressure in a constructive and positive manner and contribute to creative resolution of problems as they arise.Demonstrated initiative, and commitment to professional growth for self and others.
• Proven ability to exercise initiative and independent judgment.
• Ability to assess needs, assign priorities, develop strategies and make recommendations when presented with ambiguous or incomplete information.
• Experience using Litera Power Desktop or similar tools for importing/exporting data; familiarity with document management system data migration workflows.
• Experience with records management software, such as iCompli, File Trail and/or Intapp security products or iManage document management systems, accounting systems and archival software solutions required.
• Familiarity with Microsoft Office products, Word, Excel, PowerPoint, Microsoft Teams and SharePoint are required.

Details

Salary and Benefits: Competitive

Hybrid: Monday-Thursday in office, ability to WFH on Fridays

Simpson Thacher is committed to ensuring that everyone can reach their full potential, irrespective of background, identity, or circumstance. We know that we are at our best when we bring together diverse experiences and perspectives. This is why we are focused on fostering a collegial environment which maximises collaboration, empowering every individual to thrive and succeed.

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