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Job Description
Information Governance & Records Specialist at Brookfield Global Recruitment Services Information Governance & Records Specialist at Brookfield Global Recruitment Services in CULVER CITY, California Posted in 6 days ago.
Type:
full-time
Job Description:
Established Law firm based in central Los Angeles is hiring a Information Governance & Records Manager to serve as the technology leader within the business.
Core responsibilities include:
Physical Records Management:
Manage intake, tracking, storage, retrieval, and disposition of physical client files and firm records. Serve as the primary day-to-day contact for the firm's off-site storage vendor; coordinate file pickup, delivery, retrieval, and destruction services, and maintain accountability for invoicing, service levels, and inventory accuracy. Maintain on-site physical records inventory and apply chain-of-custody procedures for all file movements.
File Intake, Transfer & Release:
Process incoming files from lateral hires, co-counsel, and clients, ensuring proper intake documentation and matter association. Coordinate outbound file transfers to clients, successor counsel, or other offices; prepare transfer logs and chain-of-custody documentation. Manage file release requests in compliance with firm policy and applicable California and New York bar rules. Communicate proactively with attorneys and staff regarding file status throughout the transfer and release process. Electronic Records - Support & Development Maintain and support the firm's iManage environment, including basic profiling, indexing, and cleanup of electronic documents and emails. Assist attorneys and staff with iManage questions and filing best practices on an as-needed basis. Help identify and remediate misfiled, duplicate, or orphaned records over time. Provide remote electronic records support to the New York office; the NY office has no physical records. Participate in the evaluation and implementation of an incoming records management system, supporting data migration, testing, and rollout in coordination with IT. As the firm develops its electronic records program, assist in building out policies, standards, and workflows to support broader information governance goals. Firm Subscriptions Management Maintain an inventory of the firm's legal research and practice support subscriptions (e.g., Law360, Westlaw, and other online subscriptions). Track renewal dates and coordinate with vendors and the Director of Administration on renewals, cancellations, and usage reviews. Liaise with practice groups to assess whether subscriptions are meeting firm needs. Retention & Compliance Apply firm retention schedules to physical and electronic records; prepare destruction authorization requests and maintain destruction logs. Assist with legal holds and ethics wall requests on an as-needed basis, coordinating with the Director of Administration and General Counsel. Assist with records-related components of matter openings and closings. Maintain working knowledge of California and New York bar rules regarding client file retention and release. Office & Facilities Support Provide backup coverage for the Facilities/Office Support Supervisor as needed. Assist with general office support including copy, mail, and supply management. Help ensure office space is clean, maintained, and organized. Assist with the coordination of inter-office and project facility moves. Assist with office inventory, ordering of supplies, and vendor invoicing as requested. Contribute to special projects and other duties as assigned. Education & Experience High School Diploma or GED required; Associate's or Bachelor's degree in Library Science, Information Management, or a related field preferred. Minimum of 3-5 years of experience in a professional services or law firm environment, or related records experience. Familiarity with iManage or a comparable document management system; prior law firm DMS experience preferred. Experience coordinating with off-site records storage vendors preferred. Certified Records Manager (CRM) or Information Governance Professional (IGP) credential a plus. Skills & Competencies Ability to provide a high level of customer service to all levels, including attorneys, employees, clients, and vendors. Demonstrated ability to prioritize work, manage time, and organize tasks effectively in a fast paced environment. Proficient communication skills (written and verbal) with the ability to read, interpret, and organize information with accuracy and consistency. Demonstrated ability to work collaboratively with all organizational levels within a diverse environment. Comfortable working in an environment where some processes are still being developed; ability to take initiative and build structure where it does not yet exist. Ability to utilize and navigate various technology platforms and applications; proficiency in Microsoft Office Suite required. Ability to support multiple offices and stakeholders remotely with strong follow-through.
