Information Governance Manager

Sidley Austin LLP; Hong Kong; On-site; HKD 550,000 - 750,000; Full time

Job summary

Sidley Austin LLP in Hong Kong seeks a Regional Records Management Leader to oversee the implementation and compliance of the Firm's Records Management Program across the region. You will drive electronic recordkeeping adoption and refine strategies with leadership.

You will build strong relationships with lawyers, paralegals, secretaries and administrative management to understand needs and align practices, supervise RM personnel, and coordinate with the Training Department and external vendors.

Qualifications

• Minimum of 7 years experience in records and information management.
• Proficient in records, document or content management applications such as iManage, NetDocuments or FileTrail.

Responsibilities

• Supervises the regional records management operations and ensures compliance with established practices.
• Identifies office projects and coordinates resources for timely completion.
• Overs Supervises workflow and priorities of Records Management staff; assigns projects and determines overtime or training needs.
• Collaborates with Records Management colleagues on firmwide and local office directives and projects.
• Manages staff, recruitment, performance evaluations, attendance, and disciplinary actions as needed.
• Oversees active/inactive records systems and centers; secures hardcopy files subject to confidentiality screens.
• Manages transfer/receiving/retention/disposition of records with internal teams and external vendors.
• Monitors service levels and vendor spend; prepares reports and KPIs for leadership.

Skills

Communication

Planning

Independence

Problem solving

Typing speed

Database skills

Education

Bachelor's degree in records management or related field

Tools

iManage

NetDocuments

FileTrail

Job description

Manage the regions implementation of and compliance with the Firm’s Records Management Program. Represents regional concerns and unique needs to leadership for refinement of the Records Management program and strategy.

Develops strong working relationships with the regions lawyers, paralegals, secretaries and administrative management to understand their records management needs and working practices. Assists with driving changes needed in working practices to accomplish the objectives of the Records Management Program and strategy, including the adoption of electronic recordkeeping practices.

Responsibilities:

Duties and Responsibilities:

• Supervises the records management operations for the region, ensure lawyers, paralegals, secretaries and administrative management are supported and established practices for records management are followed.
• Identifies office projects and coordinate resources to ensure successful completion of projects.
• Supervises workflow and assesses priorities of Records Management personnel. Assigns responsibility for special projects, arranges coverage for all areas when staff is absent; assesses need for overtime, training and assigning work to staff.
• Participates in, and occasionally leads, firmwide projects. Works collaboratively with Records Management colleagues in support of Firm or local office directives and projects.
• Supervises staff; participates in recruiting and training new RM personnel; conducts or provides input to annual performance evaluations; monitors attendance; proofs and approves weekly attendance; provides feedback to staff relating to performance; recommends disciplinary action when appropriate.
• Oversees active and inactive records systems and centers.
• Responsible for processes for the transfer of records to outside records storage vendor.
• Processes and coordinates the transfer of matter records for departing attorneys.
• Processes and coordinates intake of matter records for incoming attorneys.
• Responsible for securing hardcopy files subject to ethical and confidential screens.
• Manages the records retention and disposition process in compliance with the Firm’s records retention policy, includes coordination of activities with off-site records storage vendors.
• Responsible for ensuring that records subject to an OGC document hold are identified and preserved.
• Manages the security and protection of the Firm’s records held in on-site and off-site storage facilities.
• Assists with the annual records inventory/audit of all hardcopy records managed by the office.
• Manages the delivery of records management education sessions in conjunction with the Training Department, including office’s new lawyer and employee orientations.
• Monitors service level agreements with service providers. Raises performance issues to Records Manager to secure resolution.
• Monitors spending with outside vendors, reconciles and approves invoices for payment.
• Tracks key performance indicators and prepare reports for leadership that measure the state of the office’s Records Management program.
• Measure and report office’s compliance with the Firm’s Records Management Program requirements.
• Assists legal teams and administrative departments in resolving problems and questions regarding Records Management.
• Designs and completes special projects as required ranging from moderately difficult to complex.
• Administers training program for legal teams and administrative departments to ensure their effective use of the document management system.
• Works closely with leadership in developing and implementing new procedures in accordance with established policies. Recommends changes to policies, user services, equipment, inactive storage, automation enhancements and relationships based upon Records Management customer needs.
• Ensures security and preservation of records.
• Performs other duties as assigned.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (the “Duties”) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required.

Education and/or Experience:

Required:

• Minimum of 7 years experience in records and information management
• Bachelors Degree (or equivalent) with specialized course work in records management, business law, administrative management, or computer technology
• Proficient in records, document or content management applications such as iManage, NetDocuments or FileTrail

Preferred:

• Broad team leader or coordinator experience
• Certified Records Manager (CRM) or Information Governance Professional (IGP) credential or candidacy
• Law firm or professional services firm experience

Other Skills and Abilities:

The following will also be required of the successful candidate:

• Strong interpersonal, oral and written communication skills
• Able to maintain pleasant working relationship with all levels of personnel
• Strong planning and organization skills
• Able to perceive and analyze problems, develop alternatives and make or recommend sound decisions
• Able to work independently and be self motivated
• Strong computer and database skills; knowledge of records systems including appropriate classification of electronic documents, Wall Builder, etc.
• Good motor and dexterity abilities including stooping, bending and standing for long periods of time; ability to lift boxes weighing up to 40 lbs. over the head
• Good keyboard skills equivalent to 50 WPM

Language Skills:

Ability to read, write and comprehend instructions, correspondence and memos. Ability to communicate effectively both orally and in writing with lawyers, staff, managers, clients, and the public. Ability to understand oral instructions and to ask for clarification when necessary.

Mathematical Skills:

Ability to add, subtract, multiply and divide all units of measure using whole numbers and calculate figures and amounts such as fractions, decimals, percentages, proportions and ratios to practical situations.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written and/or oral form.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the duties of this job. While performing the Duties of this job, the employee is regularly required to sit, walk, talk, and hear. The employee is frequently required to use hands to finger, handle and feel objects, tools, and controls. The employee is occasionally required to stand, reach with hands and arms, climb, balance, stoop, kneel, crouch, and crawl. Required to occasionally lift and/or move up to 25 lbs. Specific vision abilities required by this job include close vision, peripheral vision and abilities to adjust focus to read and type documents on a computer screen.

Work Environment:

Professional workplace where business attire is required. Ability to work in a fast pace and high pressure environment.

Personal data collected will be used for recruitment purposes only and all application will be treated in strict confidence.