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Senior Information Governance Specialist

Job ID: 6108

Updated: Nov 1, 2021

Location: San Francisco, CA, United States

Category: Risk Management


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 Senior Information Governance (IG) Specialist plans, executes, and/or supports one or more IG projects and services relating to data privacy, client questionnaires and assessments, data protection, data lifecycle management, or electronic recordkeeping practices. Leads or serves as a subject matter expert on project teams, performs data analysis and fact finding assignments, documents results, makes recommendations regarding legacy data, and makes executive-level oral presentations and written recommendations relating to information governance.

This role has primary responsibility for implementing information technologies and working practices relating to the classification, access control, and disposition of client and firm administrative data and records. Work performed by this individual results in the measurable reduction of costs and/or minimizes risks relating to risk management and information classification, access and disposition. The individual in this senior position advises attorneys, paralegals and other legal staff and administrative personnel on information governance related content while delivering white glove service to Kirkland personnel, clients, and/or vendors.

In addition to serving in an advisory capacity, the Sr. IG Specialist assists senior management and attorneys by identifying and containing risks relating to data and information management, and fostering a compliance culture throughout the firm. The individual maintains awareness of major changes affecting legal information governance and develops material to educate senior management and partners so they may better provide legal services and meet their ethical obligations to their clients.

Data Privacy

  • Assists with the development of data privacy compliance policies and procedures.
  • Coordinates management responses to partner requests and other internal and external requests for information.
  • Documents workflow for processes relating to compliance with privacy laws, including HIPAA, GDPR, and CCPA.
  • Coordinates and executes periodic user data access reviews across multiple data repositories and departments.
  • Analyzes and makes recommendations relating to all aspects of client-requested or regulatory-driven data security and access controls.
  • Maintains vendor agreement tracking systems and associated internal deadlines.
  • Maintains third party vendor data flow diagrams and privacy risk assessments.
  • Works with senior management in the development and enhancement of processes to ensure compliance with all applicable data privacy requirements.
  • Assists senior management and attorneys in identifying and containing risks relating to data privacy, and fostering a compliance culture in regards to information governance.
  • Assists in the coordination of management responses to partner requests and other internal and external requests for data privacy information and/or personal data.

Client Questionnaires and Assessments

  • Facilities the intake, analysis, and assignment of new client requests for information.
  • Ensures client questionnaire deadlines are met, with ample time provided for senior management and partner review and input.
  • Coordinates and consolidates input needed from each administrative department and from the legal team.
  • Reviews deliverables prepared by team members prior to management review.
  • Works individually and in teams with partners, clients, a client’s designee, or other third parties to provide information relating to Kirkland’s information governance policies, procedures and/or technology controls for managing client data.
  • Coordinates client-requested user entitlement reviews.

Data and Records Lifecycle Management

  • Provides guidance and operational support for legacy data retention projects relating to client and firm data.
  • Creates and executes project plans and provides project management oversight to drive the elimination of offsite records storage and meet offsite storage reduction goals.
  • Leads initiatives to minimize the onsite storage of paper records in all Kirkland offices.
  • Conducts data analysis on high volume distributed file systems (DFS) and proposes approaches to identifying unstructured data by client matter, and migrating data to standard client matter file directories.
  • Researches and assists with the implementation of new and existing records retention periods.
  • Proposes new and improved workflows for client and administrative records retention review.
  • Ensures proper information security controls are in place for client and firm data.

Electronic Recordkeeping Practices

  • Drives changes needed in working practices and law firm culture to accelerate the adoption of electronic recordkeeping practices.
  • Designs information classification schemas based on standard methodologies for analyzing data stored in approved records repositories.
  • Facilitates large scale secure data transfers to external parties. Leads “meet and confer” meetings with attorneys, information technology staff, and/or external parties to discuss protocols and scope of file transfers.
  • Proposes and implements quality controls to ensure secure data and file transfers to external parties.
  • Consults with attorneys, information technology managers and outside parties on the processes and systems used for large-scale data transfers.
  • Coordinates and assists with the scanning of hard copy records.
  • Reviews and provides feedback on the configuration of firm applications used for the management of electronic records.
  • Advises administrative records liaisons on records management and information governance issues, and assists with the development of administrative records retention schedules.
  • Performs and documents business analysis, develops functional specifications for records and information governance systems and ensures that records and information governance system user interfaces are designed for ease of use and tailored to the needs of attorneys.

Qualifications & Requirements

Information Governance is a burgeoning field drawing experienced individuals from a variety of educational backgrounds and professional experience. Qualified candidates must have a four-year degree relating to information technology, law, compliance, business administration, and/or information management, and a minimum of five years of professional services consulting, practice support or paralegal experience in a law firm. Candidates who have achieved Certified Paralegal, Certified Information Governance Professional, Certified Information Privacy Professional, or Certified Records Manager credentials are preferred.

This position requires a self-motivated, creative, and detail-oriented individual with a strong knowledge of legal information governance processes and technologies. Must be capable of independently authoring and presenting technical and business information in a variety of formats, and explaining complex and/or technical topics relating to information governance to those who have no prior knowledge of Kirkland’s systems and policies. Strong strategic, interpersonal, communication, and critical thinking skills required.

Advanced aptitude and interest in information technologies, change management and project management is required, and intermediate proficiency in Microsoft’s software suite is required. Prior experience using and/or administering iManage WorkSite, MS SharePoint, and/or LegalKEY Recordkeeping is a plus.

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 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.