Director of Records Management

Kutak Rock; Little Rock (AR); Hybrid; USD 110,000 - 150,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

401(k) retirement plan

Discretionary bonuses

Nine paid holidays

Job summary

Kutak Rock LLP seeks a Director of Records Management to lead the firm’s records management program, guiding policy, procedures, and technology across the organization.

The role reports to the General Counsel and works with executive leadership to advance governance, compliance, and best practices for electronic and physical data. Hybrid, with multiple office locations including Little Rock, AR.

Qualifications

• Minimum 7 years of records management and compliance operations in a law firm environment.
• Bachelor’s degree strongly preferred.
• Experience leading a records management team and collaborating with senior leadership.

Responsibilities

• Guide and develop lifecycle strategies for long-term records management and archiving processes.
• Oversee implementation of retention policies and client file-keeping requirements.
• Advise senior leadership on legal, technical, and retention issues.
• Manage department budget and vendor contracts for storage and software.
• Supervise records management staff and drive professional development.
• Collaborate with committees and practice groups to improve business processes.
• Coordinate with information security on data classification and privacy requirements.
• Support attorney arrivals/departures and file transfers.

Skills

Records management

FileTrail

NetDocuments

Legal hold processes

Information governance

Vendor management

Cross-functional leadership

Budget management

Education

Bachelor's degree strongly preferred

High school diploma or equivalent required

Tools

FileTrail

NetDocuments

Job description

Kutak Rock LLP seeks a Director of Records Management to oversee the firm’s records management functions, guide the firm’s records management team, and provide firmwide leadership regarding compliance with the firm’s records management policies. Reporting to the General Counsel, the Director will coordinate with the firm’s executive leadership and office administrative managers to effectively implement and further develop firm policies, procedures, technology, and best practices for management of the firm’s electronic and physical data. This position will also lead the firm’s records management team.

This full-time, hybrid position may work from the following firm offices: Atlanta, GA; Denver, CO; Little Rock, AR; Omaha, NE; Richmond, VA; Scottsdale, AZ; Springfield, MO; Tallahassee, FL; or Washington, D.C.

RESPONSIBILITIES

• Guide, implement, and develop strategies to sustain the life cycle of long-term records management and the continuous improvement of protocols for digital and physical record archiving and disposition through effective life cycle management
• Oversee and direct implementation of records management protocols in conformance with the firm’s Document Retention Policy and client-mandated file-keeping requirements
• Advise senior leadership on complex legal, technical, and retention issues related to matter life cycle management including e-discovery files and electronic media
• Manage the department budget, including participating in negotiating and evaluating vendor contracts and identifying cost savings for storage and software solutions
• Supervise and advise the Records Management team, facilitating professional development, problem solving, and department strategies
• Proactively re-evaluate roles and responsibilities to facilitate growth and development within the Records Management team in a manner that meets industry best practices and anticipates future needs of the firm
• Promote reliance on the Records Management team to firm staff and attorneys through advocacy and training
• Ensure that Records Management team staff are knowledgeable and kept current with law firm specific information governance best practices through professional development and training
• Collaborate with firm committees, practice group leaders, client teams, office administrative managers, and other firm service departments to identify business process improvement opportunities addressing records management
• Partner with the Outside Counsel Guidelines Response Team and Information Security team to monitor and promote compliance with client file-keeping requirements, including “need to know” access restrictions and data return/destruction mandates
• Coordinate with the Office of the General Counsel on administration of the firm’s Litigation Hold and Subpoena Response Policy, including tracking holds and conducting an annual review to identify holds that can be released
• Collaborate with the Information Security team to monitor and promote compliance with the firm’s Data Classification Policy and related information security and privacy requirements
• Partner with the Client Services team to coordinate records and file management procedures in the context of attorney arrivals and departures; file transfers to clients, co-counsel, and other outside related parties; and internal file transfers
• Travel to firm locations as needed
• Support and advance the Firm's dedication to diversity and inclusion

QUALIFICATIONS: Skills & Abilities

• Comprehensive knowledge of law firm operational, administrative, client services, confidentiality and privacy, risk management, and compliance considerations
• Elevated level of knowledge and understanding of database utilization and data management software such as FileTrail and NetDocuments
• Demonstrated experience with file transfer compliance obligations, matter mobility, legal hold processes, storage and shredding contractor oversight, and information security risk management
• Sound judgment and critical thinking skills with the ability to manage confidential information with integrity and discretion
• Excellent communication and presentation skills with the ability to communicate operational requirements and advocate for programmatic changes to senior management
• Excellent organizational skills and attention to detail
• Strong analytical and problem-solving skills
• Strong execution and follow-through with ability to multi-task, organize, and prioritize work
• Ability to work cross-functionally across multiple departments and teams
• Ability to build and leverage enduring relationships in a collaborative team environment

QUALIFICATIONS: Education & Experience

• High school diploma or equivalent required; bachelor’s degree strongly preferred
• Minimum 7 years of experience in a records management and compliance operations within a law firm environment with 5 or more years of managerial and supervisory experience in records management and/or compliance operations

Position Information

Status: Exempt

Salary Range: $110,000-$150,000 annual base salary, commensurate with education and experience

Work Environment: Occasional moving and/or transporting of moderately heavy objects (25-50lbs)

Work Arrangement: Hybrid in one of the following office locations, Atlanta, GA; Denver, CO; Little Rock, AR; Omaha, NE; Richmond, VA; Scottsdale, AZ; Springfield, MO; Tallahassee, FL; or Washington, DC

Medical, Dental, Vision, Life, Dependent Life, Disability, and Accidental Death & Dismemberment insurance. Flexible Spending Plan. Health Savings Account. Profit-Sharing and 401(k) Retirement benefits. Discretionary bonuses. Nine Paid Holidays per calendar year. 1 hour of paid vacation leave accrued for every 16 hours worked. 1 hour of paid sick leave accrued for every 30 hours worked. Paid parental leave. Fertility coverage assistance. Adoption and surrogacy financial assistance. Bereavement, jury duty, military leave. Employee Assistance Program. Back-Up Care. Domestic Partner Benefits. Commuting Benefits. Technology Allowance. Tuition Reimbursement. Employee Referral Program. Some of the foregoing benefits include Employer/Employee cost sharing.

Additional Information

Any offer of employment is contingent upon the successful completion of a background check. Consideration of any background check will be an individualized assessment based on the applicant or employee’s specific record and the duties and requirements of the specific job.

California Applicants: Qualified applicants with criminal histories will be considered for employment in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring Ordinance (FCIHO).

About the Firm

Kutak Rock was formed in 1965 with a commitment to exceptional client service delivered with a collaborative, team-focused approach. Our founding charter commits the firm to “allow and encourage each individual within it to be a full person,” and we strive to offer an exceptional professional environment, intellectually challenging and engaging work in multiple disciplines, competitive compensation and benefits, opportunities for training and career development. We are a leading national law firm with locations in 21 cities united by our common commitment to our core values of client service; integrity and fairness; innovation; and inclusiveness and diversity.

We are dedicated to the maintenance of a respectful, collegial, communicative, and equal opportunity workplace that encourages and rewards innovation and entrepreneurship. We measure our success not just on the basis of our revenues or our profits, but by the satisfaction we deliver for our clients and the health, engagement, and loyalty of our people.