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Information Governance Analyst

Job ID: 5163

Updated: Sep 19, 2019

Location: New York, NY, United States

Category: Conflicts Docket/Records Mgmt

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About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

Advisory

  • Provides practice-specific records guidance to paralegals and practice assistants.
  • Assists management in the identification and containment of risk associated with records management.
  • Confers with other Risk Management personnel and with IT on issues relating to the intake, maintenance and disposition of electronic records.
  • Conducts desk-side assistance to partners and other attorneys seeking help with the management of their email, DMS, network drive, and SharePoint records.
  • Advises Records Management Attorneys and/or their practice assistants on all aspects of the KERI approval process and disposition, e.g. destroy, return-to-client, retain processes.
  • Provides attorneys, paralegals, and practice assistants guidance and assistance on the conversion of paper to electronic files (AccuRoute) initiative.
  • Analyzes, documents, proposes solutions, and involves senior management, if needed, when complex electronic records issues arise.

Operational

  • Retrieve paper files from onsite storage as requested by attorneys and other personnel.
  • Process and deliver records to requestor in a timely fashion, including “Rush” deliveries.
  • Pick up paper records from attorneys and other personnel to return to onsite storage.
  • Qualify and process paper records for conversion to electronic format.
  • Print and deliver labels from LegalKEY.
  • Identify and process unidentified files.
  • Process all types of record dispositions in LegalKEY.
  • Work effectively with others to accomplish daily records tasks.
  • Support coordination of file releases Firmwide.
  • Facilitate local retrieval, validation, and shipping of records in response to internal request and approved file releases.
  • Ensure local departures are processed in accordance with the departing personnel procedure to include filing of material under the departing person’s personal control.
  • Assist with the intake of lateral hire paper and electronic records.
  • Destroy/delete paper and electronic records per KERI or Protective Orders.
  • Keep record keeping systems updated and accurate.
  • Provide on demand support to New York legal teams and administrative staff.
  • Support and/or assume responsibility for firm wide initiatives, projects, and ongoing scopes of work.

Training/Communication

  • Assist the Information Governance Supervisor with educating attorneys and staff on Risk and Records Management policies and procedures.
  • Assist the Information Governance Supervisor in providing guidance to users on best practices and policies and apply Information Governance principles to a variety of situations.

Compliance

  • Advise local office on data protection, circulation, retention & disposition and escalate inconsistencies, compliance issues, and questions to local and firmwide management.
  • Assist with attorney and staff departures. Ensures that departure processing is 100% in compliance with the departing personnel procedure. Work collaboratively with Human Resources and Attorney Recruiting on departing personnel issues.
  • Advise personnel on the Firm’s records destruction and file transfer standards and procedures.
  • Ensure file intake of lateral hire files is in compliance with Firm policy, or escalate for review and resolution to the appropriate individuals.

Qualifications & Requirements

The individual in this position provides guidance and implements solutions relating to the Firm’s Risk and Records Management policies and local records and risk management related services. Establish excellent working rapport with attorneys, paralegals and practice assistants, and work effectively with each to transition from paper to electronic records management. Conveys subject matter knowledge of records, risk and information governance while accomplishing the reduction of the office paper file inventory to the greatest extent possible. Assists with multiple projects and initiatives related to educating and assisting with the paper and electronic files of new hires and lateral hires, file transfers, email management, DMS document classification and naming conventions, administrative records review, preservation orders, and destruction orders.

Also performs, with minimal management oversight, daily tasks relating to paper file retrieval, delivery and storage, and monitors and responds to incoming email and phone requests for information.  Appropriately escalates requests and issues relating to records and information governance to the appropriate Risk Management or Technology Services personnel. Performs advanced searches of information repositories in response to requests for information.

In addition to providing assistance on the interpretation of the Records Policy, the IG Analyst must be capable of analyzing a unique set of facts relating to paper and electronic records and recommend a feasible solution. The IG Analyst is expected to take a lead with the front-line implementation of electronic recordkeeping practices, and do so with enthusiasm, innovation and a strong customer service approach.

Critical thinking, problem-solving, negotiation and prioritization skills are a must.  The individual must be capable of conveying a friendly and positive demeanor when interacting with others in person, on the telephone and by e-mail, and must be able to effectively prioritize and respond to multiple service requests, often while working under tight time constraints.  The ability to lift boxes up to 30 lbs. is required.  Promptness, good attendance and the flexibility to work overtime are all a must.

The individual must have a bachelor’s degree (or equivalent experience). 1-2 years experience in a law firm or corporate legal environment is preferred.  Requires the ability to develop and deliver grammatically correct and error-free verbal and written communications in a variety of formats and styles.

Must be technology savvy in the MS Office Suite and Adobe Acrobat, and prior experience with document management systems and database management systems is preferred. Excellent organizational skills and knowledge of filing principles are essential.  Must be capable of delivering effective oral presentations on all aspects of records management and information governance.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.