Job description
Overview:
Foley & Lardner LLP is currently seeking an experienced Information Governance (IG) Analyst to join our Facilities & Procurement team. The right candidate will be responsible for administering and monitoring various processes associated with the firm’s Information Governance program, mitigating risk to the firm. Responsibilities include facilitating document holds, ethical walls, preservation orders and destruction obligations, managing the firm’s structured shared drives, developing processes related to the preservation of electronic records, monitoring compliance with firm Information Governance policies and practices and coordinating remediation activities, performing tasks related to the incoming or outgoing electronically stored information as well as physical information, and providing guidance related to the destruction of eligible records. Analysts will be on-call and responsible for working independently on Information Governance tasks, including resolving tickets assigned to the IG group. This individual will be expected to be knowledgeable of systems used to manage data, electronic records management, data transfer and preservation strategies and will work with various technology, practice group and business teams.
Responsibilities:
- Demonstrates full understanding of the firm’s policies and processes for the management of client and firm administrative records, in all media
- Develop processes related to the life cycle of client and firm records, including preservation of electronic records; capture and document business and system requirements
- Analyzes incoming electronically stored information (ESI) related to matter mobility including confirmation of receipt, identifying appropriate repository for storage, facilitating the import of data, managing the disposition of electronic media, and associated reporting and system updates; communicates extensively with attorneys regarding the appropriate classification of incoming ESI
- Facilitates the implementation and maintenance of compliance activities associated with abnormal system activity, document holds, preservation orders, and destruction orders. Coordinates appropriate remediation activities. This includes collaboration with assigned attorneys, the collection of all relevant hard copy and electronic records, and associated reporting and system updates.
- Responds to and resolves Information Governance tickets regarding ethical walls, shared drives, and data management
- Participates in on-call rotations
- Responsible for resolution of tickets assigned to the IG department in a timely manner; tickets may include access authorizations, providing of access, movement of data to appropriate locations for use by legal team, among others
- Develop, manage and maintain metrics, compile statistical data and prepare detailed reports
- Maintain consistency of data between record sources and databases
- Provide guidance and oversight to outsourced team members related to transfers, ethical walls, and various document destruction activities
- Has a complete understanding of the firm’s information governance policies, processes, methodologies and systems. Understands policy and process distinctions between client records and firm administrative records. Able to distinguish and appraise various types of client and firm administrative records.
- Has extensive knowledge of the firm’s records management technologies, including those used to create and manage electronic records, and understands the functionality and data structure of the firm’s primary records management application and all official electronic record repositories, and their integration with each other
- Works with the Manager, Information Governance and Sr. Manager, Records and Information Governance to identify areas of improvement and design new workflow processes relating to IG compliance activities
- Uses the firm’s technologies to communicate with internal and external customers, and to document processes
- Develops and maintains strong relationships with management, co-workers, customers, and outside contacts. Uses political skill to ensure support for Information Governance program and changes to policy and process.
- Participates in RIM professional organizations; develops and enhances relationships with leaders in the RIM community.
- Travel may be requested.
- High School Diploma or GED required; Bachelor’s Degree in Library Science, Information Systems, or related field strongly preferred
- Minimum of five (5) years of experience in records management, business analysis, compliance, or auditing
- Previous law firm experience desired
- Demonstrated experience with information management technologies, including RIM databases, litigation support tools, document management systems, e-mail systems, and image capture technologies strongly preferred
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