Information Governance Specialist

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial, collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Information Governance department in our New York, Chicago, or Washington, D.C. office, as an Information Governance Specialist.

The Information Governance Specialist (“IGS”) will actively contribute to the overall strategy and execution of the Information Governance Program, helping to ensure compliance with privacy, confidentiality, and information-security related laws and regulations, client requirements, and Firm goals and objectives. This role requires extensive knowledge of electronic legal recordkeeping, experience with technology solutions related to information management and tactical project skills. The IGS will play a crucial role in coordinating and overseeing information governance initiatives, collaborating closely with various departments, including Information Technology, Information Security, Legal Risk Management, and Business Services. Additionally, the IGS will provide assistance and support for managing electronic data throughout its lifecycle, including work relating to data remediation, migration, storage, retention, and disposition. This individual serves as a subject matter expert in resolving data quality and migration issues, while leading and working on important projects and initiatives. The IGS advises attorneys, legal professionals and staff about information governance best practices, data privacy, security, and other risk management issues. This individual will also provide training for personnel on a variety of information governance topics.

Essential Functions:

• Exercises good judgement in ensuring Firm policies and procedures are followed and understands how ethical, legal and client obligations impact the storage, organization, and transfer of data in a global environment
• Works collaboratively with leadership and partners with Firm stakeholders to support the program globally, assess needs, identify gaps or areas of improvement, and recommend changes
• Performs file release and intake, coordinating with IG leads, lawyers, IT staff, and external parties to securely transfer files
• Supports the implementation of records retention and disposition activities in accordance with the Global Records Management Policy for legal and business services matters
• Advises on aspects of the departure process, including task assignment, quality control, records maintenance and risk mitigation
• Provides guidance and support for legacy data retention projects relating to client and Firm data
• Conducts data analysis, proposes solutions for remediating unstructured data by client matter and migrates data as needed
• Often serves as project lead, allocating work to and monitoring the work quality of others
• Audits information governance and records management processes and procedures, including the use of Firm Approved Records Repositories for accuracy and compliance with Firm policies
• Advises Firm personnel on the appropriate locations where client and Firm data should be stored
• Drives changes needed in working practices and law Firm culture to accelerate the adoption of electronic recordkeeping practices
• Identifies opportunities to promote and increase DMS usage, security and compliance across the Firm
• Educates attorneys and staff about effective information governance practices, including organization, storage and security of client and Firm data
• Stays current with leading industry best practices and new developments in information governance and records management
• Performs other duties as assigned or required to meet Firm goals and objectives

Education/Training/Certifications:

• Bachelor’s degree required
• Educational background from a wide variety of disciplines will be considered including information technology, legal, risk management, library sciences, compliance, information management, and records management
• Professional certification in areas related to information governance, including Information Governance Professional (IGP), Certified Records Manager (CRM), Enterprise Content Manager (ECM), Project Management Professional (PMP) is desirable
• Data privacy qualification such as CIPM, CIPP/E and/or CIPP/US is desirable

Professional Experience:

• Minimum 5 years of relevant experience required, preferably at a law firm
• Experience in information governance related systems, including business and workflow analysis and functionality testing
• Functional expertise in information governance principles relating to managing, protecting and securing client matter information, and educating end users on ways to manage information in compliance with those principles
• Demonstrated experience in execution and accountability for project coordination

Technical Skills:

• Proficiency in Microsoft Office products (Outlook, Word, Excel, Visio, Teams, SharePoint) required
• Expertise with Microsoft SQL reporting services and Power BI a plus
• Experience with enterprise technology solutions used for the management of both physical and electronic information, such as iManage, iManage Records Manager (IRM) and LegalKEY
• Experience conducting large scale reviews of complex data sets
• Ability to analyse data using a variety of data reporting tools

Performance Traits:

• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• Ability to work under pressure, meet deadlines with shifting priorities
• Must be a self-starter with a high level of initiative
• Strong customer service skills, able to anticipate needs and exercise independent judgment
• Strong attention to detail, organizational skills and the ability to handle multiple projects
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills
• Ability to effectively prioritize tasks, manage time and resources
• Willingness to understand and work with changing priorities and take on new projects