Analyst, Data Management

White & Case LLP; Makati; On-site; PHP 800,000 - 1,400,000; Full time

Job summary

White & Case LLP's Global Operating Center in Manila is seeking a mid-level IG Data Management Analyst to coordinate all aspects of data management and information governance across the firm’s practices. You will support plans, goals, and projects to reduce risk and cost while ensuring data integrity across Matter Mobility, ECBs, iManage, and collaboration tools.

You will work with stakeholders across departments, manage workflows, and maintain audit histories.

Qualifications

• 3–5 years’ experience in information governance or data management in a professional services firm.
• Graduate degree in Records, Computer Science, MIS or related field required.
• Experience with legal document management systems is a plus.
• Strong communication and client-service orientation.

Responsibilities

• Coordinate information governance and data management activities across the firm.
• Work with IG teams to ensure data across MS Teams, iManage, ECBs and sharing platforms complies.
• Support audits, data provisioning, and lifecycle management of electronic data.
• Assist in project plans, status reports, and governance metrics.

Skills

English fluency

Data management

Records management

Client service

Education

Graduate degree in Records/CS/MIS

Tools

iManage Work

MS Teams

Microsoft 365

Job description

Our Global Operating Center located in Manila is pivotal to enhancing the Firm’s operational efficiency and streamlining legal and business services support across our global network. Our center provides comprehensive administrative, financial and operational services across office operations, compliance and new business, finance, technology, human resources, innovation and marketing. By centralizing these critical functions, the center ensures consistency and quality in service delivery while reducing operational costs. Through its integrated approach, our Global Operating Center enables the Firm to focus on its core legal services, drive global growth and maintain high standards of client service across all offices.

Responsibilities

As the Information Governance (IG) Data Management Analyst, you will be responsible for coordinating all aspects of data management activities, evidence and engagements across the Firm’s information practices, ensuring the Firm remains current, responsive and information-compliant across our technologies and client requests. The role will support plans, target goals, take direction and execute our services, initiatives and projects towards the overall goal of reducing risks and costs around information governance. This includes:

• Coordinate executing strategic information governance initiatives supporting all aspects of the matter and information lifecycle across electronic data
• Coordinate across other IG departments to ensure electronic data activities are met across Matter Mobility, IG Compliance, Retention and Policies
• Coordinate in Shared Drive Management
• Coordinate in Electronic Closing Binder (ECB) improvements & management
• Coordinate in the Validation and Provisioning across MS Teams, Google Workspaces and other permitted collaboration systems
• Coordinate in Survey and Questionnaire assessments (non-client)
• Coordinate in Firm-chargeable numbers
• Coordinate in Mailbox management (non-departures)
• Coordinate in Legal Opinions (uploads and collection management)
• Coordinate in bulk import/export operations around iManage (non-Transfer/non-Legal Holds)
• Coordinate across new and existing projects supporting global rollouts of M365, iManage Cloud, Exchange Cloud and AI as well as Content Governance and retiring unstructured shares

Duties And Accountabilities

Essential duties:

• Coordinate across core processes including daily work intake, assignment, quality review, and delivery of work product for the data management process and domain
• Coordinate Firm personnel on information governance best practices relating to electronic data on client and Firm proprietary information
• Works closely with accountable Firm stakeholders across data management to ensure the team coordinates timely delivery of work requests
• Coordinate in the analysis, design and operation of automated systems and processes, business requirements definitions, workflow and procedure development supporting the above

Data Management Operations

• Takes on work assignments across the data management process domain, including
  • Importing and exporting of data related to Matter Mobility or internal requests
  • Data migration and remediation between ad-hoc sources and firm approved repositories
  • Maintaining data management support tools and processes as well as inventories and trackers
  • Processing of ECBs across all sources and transition them into the ECB library
  • Upload completed ECBs into the DMS Closings Library
  • Maintain defensible data management audit histories including logging all data transfers, migrations deletions and other activities
• Provides operational support for projects relating to client and firm data
• Engage in drafts, reviews and presents proposals, project plans, status reports, metrics, and other information in a format and style relevant for the intended audience
• Engage in communicating the role’s vision and guiding principles in a variety of forums (1:1, administrative meetings, departmental, function, practice group and partner meetings, etc.)
• Communicates directly with senior management and members of the Office of the General Counsel and other partners; states areas of concern, addresses questions, and/or resolves outstanding issues with the appropriate parties
• Meet Firm attendance and reporting requirements and policies

Shared Drive Management

• Maintain the tracking repository used to track and manage all data management shared drive work
• Coordinate shared drive management, provisioning and data migrations to/from iManage
• Coordinate in projects to retire unstructured legacy and ad-hoc shared drives
• Coordinate on developing, review and revision of standard operating procedures in support of shared drives and related initiatives
• Coordinate in auditing shared drive procedures to ensure compliance with Firm policies

Mailbox Management

• Maintain the tracking repository used to track and manage all data management mailbox activities and request
• Coordinate in auditing data management mailbox procedures to ensure compliance with Firm policies
• Help in timely execution of approved mailbox requests
• Support GDPR and other Privacy compliance and process support around electronic data; coordinate execution of Subject Access Requests with IG Compliance

Data Compliance

• Coordinate in providing Firm-chargeable numbers process and support
• Coordinate and provide Non-client Survey and Questionnaire assessment support
• Coordinate and provide Legal opinions services
• Coordinate in ECB management plus ongoing ECB process improvements, consolidations and automation

Qualifications

• This mid-level position in the department seeks candidates that must have 3-5 years’ experience around electronic data law firm activities
• Commercial and business awareness, with a preference given to candidates with law firm information governance and assignment of work, the review and approval of work product, delivering performance feedback, setting goals and objectives, and reporting metrics
• A graduate degree from an accredited institution is required in Records or Computer Science, Management of Information Systems, Business Administration or related courses Client service focus
• An educational background from a wide variety of disciplines including information technology, legal, compliance, information management, and/or records management will be considered
• Experience in a Legal Document Management Systems (DMS), with preference given to candidates with a working knowledge of iManage Work in a legal setting, including matter workspace and document security
• Experience using and/or administering major Records Management solutions a plus
• Client service focus
• Demonstrated ability to deliver clear, concise, and factually accurate written and oral communications appropriate for the intended audience
• Mid-level proficiency in Microsoft Office and M365 applications, (e.g., Word, Excel, PowerPoint, Teams, Visio)
• Mid-level knowledge of information governance principles, practices, and technologies.
• Proficiency in using the latest virtual meeting and collaboration platforms (e.g. MS Teams, Webex etc.)
• Strong academic record and intellectual curiosity, creative thinker
• Ability to see the big picture
• Strong negotiation skills
• Strong time management skills, ability to stay calm under pressure when juggling multiple tasks
• Driven by professional growth
• Strong professional presence
• Team player
• Strong judgment
• Proactive, resourceful, takes initiative
• Fluency in English
• International experience a plus

This role reports to

Manager, Data Management

Equal Opportunities

White & Case is committed to creating a fair workplace. It is our Firm’s policy to recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.

If you require assistance and/or adjustment to participate in our application and/or interview process, please email us. We will be happy to work with you.

The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

Note to Recruitment Agencies

Our internal Recruitment team manages all aspects of lateral hiring. All agencies must have signed terms of business—specific to the relevant office—before submitting any candidates. CVs or applications sent directly to White & Case partners or employees will also not be considered formal introductions. If you have questions, please contact the relevant Recruitment team. We work with our preferred suppliers when engaging agencies.