Job Description

Legal Records and Information Governance Associate

Location: New York, NY

Job Type: Full-Time

Reports to: Lead or Customer Relations Manager (CRM)

About the Role

We are seeking a Legal Records & Information Governance Associate to manage legal records and ensure compliance with firm policies and regulatory requirements. This role is responsible for records management, legal matter mobility, and information governance (IG) while serving as a key liaison between attorneys, IT, administrative teams, and external stakeholders.

The ideal candidate will have a strong background in legal records management , file organization , data governance , and compliance practices . They will help maintain secure, accessible, and compliant records while ensuring seamless legal matter transfers.

Key Responsibilities

Records Management & Compliance

• Maintain physical and electronic legal records in compliance with firm retention policies.
• Ensure accurate indexing, classification, retrieval, and storage of legal documents.
• Oversee the records lifecycle , including archiving and destruction per firm policies.
• Identify and resolve records transfer issues while ensuring compliance with client guidelines.
• Work with attorneys and staff to fulfill file requests efficiently.

Legal Matter Mobility & Transfers

• Manage incoming and outgoing legal file transfers for attorneys and clients.
• Ensure records transfers comply with ethical, legal, and firm policies .
• Obtain approvals and coordinate documentation for seamless transitions.
• Protect firm and client interests during legal matter transfers.

Collaboration & Internal Communication

• Work closely with IT, attorneys, and administrative teams to streamline records transfers.
• Provide technical and logistical support for the movement of legal files and data.
• Ensure compliance with firm security and confidentiality policies.
• Identify risk factors in legal transfers and assist with mitigation strategies.

External Partnerships & Stakeholder Management

• Collaborate with internal teams, general counsel, IT leads, and vendors .
• Handle compliance reporting and authorization obligations .
• Address and resolve disputes or claims related to records transfers.

Project Management

• Track and report on the status of legal matter mobility projects .
• Maintain comprehensive documentation of records transfers.
• Monitor service quality, performance, and client satisfaction .
• Provide analytical reports on project outcomes and records management efficiency.

Process Improvement & Information Governance

• Identify and implement best practices for records management and IG.
• Support the development and refinement of firm-wide policies .
• Provide training to legal and administrative staff on IG principles and proper records handling.

Training & Compliance Awareness

• Conduct training sessions on legal records policies and procedures .
• Stay updated on evolving regulations and best practices in records management and information governance .

Qualifications & Experience

• Bachelor’s degree in Business, Legal Studies, Information Management, or a related field preferred .
• Minimum of 3 years of experience in legal records management within a law firm or corporate legal department .
• Familiarity with legal records retention policies, compliance standards, and document management .
• Experience with records management software (e.g., FileTrail, iCompli ) is a plus.
• Strong knowledge of records lifecycle management and IG best practices .
• Exceptional attention to detail , ability to manage multiple priorities , and work in a fast-paced environment .
• Excellent communication and interpersonal skills to liaise with attorneys, clients, and support teams.
• Proficiency in Microsoft Office Suite and familiarity with legal document management systems .
• Bilingual or multilingual proficiency is a plus.

Key Competencies

• Client-focused with high professionalism and discretion.
• Strong organizational and time-management skills .
• Ability to adapt to changing priorities while ensuring accuracy and efficiency.
• Analytical and problem-solving mindset .
• Team-oriented , but able to work independently when needed.
• Technically proficient and eager to learn new systems and technologies .

Why Join Us?

This is a fantastic opportunity to join a team dedicated to excellence in legal records management and information governance . You will play a critical role in ensuring compliance, security, and efficiency while working alongside top legal professionals. If you have a keen eye for detail, a passion for records compliance, and a drive for continuous improvement, we’d love to hear from you!

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