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Information Governance Manager

Job ID: 5331

Updated: Feb 28, 2020

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

The projects and services performed by the IG team pertain to the governance of client and administrative data and files in accordance with Kirkland’s ethical, legal, and contractual requirements. This Manager position has responsibility for managing personnel on the Information Governance (IG) team that deliver services relating to internal data collections and client data compliance. The IG team performs work involving the collection, review, and production of internal email and documents, and responds to client requests for information about how Kirkland receives, processes, stores, transmits, and protects client data. The IG team also reviews client engagement documents and other client agreements, and provides the Office of the General Counsel and other partners with input on areas of concern relating to data privacy.

ESSENTIAL FUNCTIONS

Internal Collections

Manages the intake and prioritization of requests, assigns tasks associated with the collection of email and documents responsive to discovery requests, and other requests for email and documents from legal case teams and the Office of the General Counsel. Also manages the intake, assignment, and completion of ad hoc search requests for email from a preserved emailbox of departed personnel, and oversees staff assisting with the collection of electronic data relating to the permanent release of client files.

Sets service delivery expectations with requestors and staff and, as needed, negotiates deadlines for the collection and production of email and documents. Advises legal teams on the development of search syntax to identify relevant material for subsequent attorney review, and ensures IG staff performs error-free searches that adhere to the agreed search strategy, using the appropriate software to perform the search and process the search results. Oversees and performs quality assurance on search results to identify and resolve search and/or collection processing errors prior to providing the requestor with a summary of the search results and prior to providing the content of the search results for attorney review. When needed, liaises with internal litigation support personnel and firm vendors to process and produce email and documents.

Ensures proper documentation is drafted, approved, and filed, and all customer requests are tracked through completion. Updates collection documentation, as needed to reflect work performed and/or revisions to the search syntax used to further limit or expand the search results. Periodically reviews and updates process documentation and ensures IG staff perform work in accordance with procedures and work instructions.

Develops and delivers training and user support to attorneys on the search capabilities and use of Capax Archive Solution (CAS) and Relativity software and processes. Liaises with IT managers to test and enhance collections-related software. Guides the professional development of team members, provides ongoing constructive input to help each individual team member advance their skills, and ensures that the team remains highly responsive, highly productive, and delivers services and work product that meet or exceed customer expectations.

Client Data Compliance

The IG manager is responsible for overseeing the IG team that coordinates client questionnaire responses, and data-privacy related document reviews requested by the Office of the General Counsel or other partners. This individual manages the overall coordination and response needed for client and third party audits that relate to Risk Management within specified deadlines or otherwise in a timely manner. Ensures all client responses are factually accurate and written to Kirkland quality standards. Also manages and supports third party vendor due diligence assessments, and assists other internal departments with the completion of vendor forms and execution of vendor agreements.

Leads the creation and maintenance of process documentation, guidelines, and work instructions relating to client data compliance. Manages exceptions relating to client data compliance including, but not limited to, records retention periods, return of client records, data handling restrictions, and client-required entitlement reviews. Ensures partner approval of any direct client communication. Meets all client deadlines, or renegotiates them in advance with the involvement of the lead partner and client. Liaises with client contacts and third-party vendors engaged by clients to perform information security due diligence assessments, including onsite audits.

In addition to the responsibilities outlined above, the IG Manager is expected to:

  • Identify and contain risks relating to information management, and foster a compliance culture.
  • Present practical recommendations and solutions to complex and/or technical issues that relate to internal data collections and client data compliance to the Risk Management leadership team.
  • Lead cross-functional teams to ensure appropriate governance of information management practices at the Firm.
  • Oversee the development and maintenance of supporting procedures and processes.
  • Liaise, and develop a productive working rapport, with attorneys and others needing assistance with information governance issues.
  • Lead the response to information requests from partners and other internal and external parties.
  • Resolve business and project issues, and appropriately escalate issues as needed.
  • Work effectively at a fast pace, and deliver high quality work product.
  • Ensure availability of support staff to perform tasks after scheduled work hours and/or on weekends, as needed to meet the business demands of the Firm.

Qualifications & Requirements

  • Candidates with an educational background from a wide variety of disciplines including information technology, legal, compliance, information security, and/or records management or equivalent experience will be considered, and an accredited undergraduate degree is required.
  • Minimum of 5 years of e-discovery experience required.
  • Minimum of 2 years of law firm or legal industry experience required.
  • Minimum of 1 year experience in coordinating inter-departmental resources, prioritizing projects and tasks for team members, and providing team members with performance feedback.
  • Must be capable of communicating complex and technical IG topics so that others who have no prior knowledge of the Firm’s systems, processes, and/or policies can understand them.
  • Must be able to demonstrate proficiency in administering and using Relativity workspaces, including the loading, processing and export of data, as well as using MS Office applications. Relativity Certified Administrator preferred.
  • Experience using Archer GRC, iManage WorkSite, Distributed File Shares, LegalKEY, and Capax Archive Solution (CAS) preferred.
  • Must demonstrate subject matter expertise in eDiscovery and its role the litigation lifecycle, and be conversant in the components of the Electronic Discovery Reference Model (EDRM).
  • Must be self-motivated, creative, and detail-oriented, with a broad knowledge of information governance processes and technologies.
  • Must be capable of analyzing data and processes, and understanding technologies used to manage and secure information.
  • Must have excellent written and oral communication skills, project planning, and leadership skills.
  • Must have aptitude and interest in information technologies, critical thinking, time management, and records management.

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.