The Information Governance (IG) Specialist position receives direct supervision from the regional IG manager. The position works as a member of the IG team and is responsible for ensuring the accurate and timely collection and transfer of data, ensuring the creation, maintenance, circulation/tracking and disposition of client/matter files utilizing the Firm’s automated records management system (RM system) and document management system (DM system); maintaining physical records centers; providing basic functional support to end users of the RM and DM systems; and working on special departmental projects as assigned by the manager. This is a full-time, non-exempt position resident in our Houston office with excellent benefits.
Essential Job Duties and Responsibilities
The following functions and responsibilities represent the core of the IG Specialist position. Specific responsibilities under each area may vary slightly between offices. All tasks are performed in accordance to established Firm procedures or at the direction of the firmwide records manager, office, or regional manager of records services.
Management of Electronic and Physical File Content
Assists with storage, end user retrieval, scanning and retention of electronic client matter data.
Processes incoming electronic file materials by incorporating materials into existing electronic workspaces or by creating new electronic folders and subfolders to accommodate new data.
Assists with import and export of electronic client matter data.
Monitors e-mail traffic for new matter, change matter, and close matter notifications for files.
Processes incoming physical file materials into physical client/matter files and maintains high quality, accurate physical file organization.
Conducts periodic barcode scans of files located in lawyer and staff offices, work rooms and conference rooms and uploads scanned data to the RM system to update file location information.
Prepares closed matter files for shipment to offsite storage facility and recalls and returns boxes from offsite storage facility as requested.
Disposition of Client/Matter Files
Processes files for specified matters to transfer to client or other law firms; sets dispositions in the RM system for all transferring folders.
Assists with review of client matter files in preparation for deletion and destruction pursuant to the Firm retention and destruction policy and sets disposition in the RM system.
RM and DM System Support
Answers queries from lawyers and staff and provides guidance regarding use of the RM and DM systems, including file categorization and organization, requesting the creation of new files, requesting to check-out files, searching the RM system, and saving emails and electronic documents to the RM system.
Answers technical questions escalated from IT and reports on system errors to the regional RIG manager.
Administrative Support
Orders records supplies when needed.
Assists with off-site storage and document shredding vendor relationships.
Other Duties & Responsibilities
Works independently with oversight from the manager, takes responsibility for special projects as assigned by the manager.
Assist other members of the RIG staff with overflow work as directed by the regional RIG manager
Qualifications:
Required
Associate degree or higher.
Minimum of three (3) years’ work experience in information governance or records management.
Experience using Microsoft Office applications.
Advanced computer and software application skills.
Ability to work effectively with a wide range of individuals.
Strong written and verbal communication skills.
Strong detail orientation.
Ability to organize and maintain electronic and physical files.
Ability to organize and prioritize numerous tasks, adjust to changing priorities, and complete tasks under time constraints.
Preferred
Experience using iManage Work 10 and iRM.
Experience using CAM and Power Desktop.
Experience with database applications.
Experience working in a law firm or corporate legal environment.
Extent of Contact (Within and outside the Firm)
This position requires contact with individuals within the firm as follows:
Within the Firm:
Position involves a high degree of contact with secretaries, paralegals and attorneys.
Position involves a moderate-to-high degree of contact with internal administrative departments.
Outside the Firm:
Position involves a low degree of contact with vendor representatives (e.g., offsite storage facility contacts).
Physical Demands
Must be able to lift boxes of files weighing approximately 35 pounds.
Must be able to retrieve and replace objects from shelves up to 7 feet high.
Must be able to push or pull a loaded book dolly or cart on carpeted or uncarpeted flooring without assistance.
Must be able to sit, concentrate and work at a computer for long periods of time.
Working Condition and Environment
Work is normally performed in a standard office environment but may, on occasion, involve moderate exposure to dust, dirt and/or extreme temperature.
Position is full-time and requires a five-day workweek and standard hours as outlined in the firm policy manual. Must be available to work overtime, including weekend hours, when necessary to meet established deadlines or stay current with occasional peaks in workload. Must be willing to change regular work schedule to meet the needs of the Firm
This role may be hybrid and will require a minimum of three days per week (or at least 60%) present in the office, and up to two days per week (40%) may be performed remotely
Periodic travel may be required between the Texas offices.
Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information or any other basis protected by federal, state or local law.
