Information Governance - Matter Mobility Coordinator

Duties And Responsibilities

• Cook up the onboarding of client content in line with firm standards, policies, and established processes.
• Act as the go-between for lateral attorneys' former firms and internal teams to make sure a smooth and efficient transition of client content.
• Collaborate with IT teams to facilitate the loading of electronic content into approved systems of record and oversee secure destruction of temporary staging data.
• Manage the validation, indexing, and organization of physical records in conjunction with onsite Information Management teams.
• Keep tabs on compliance with firm policies, confidentiality standards, and records management procedures throughout onboarding and transfer processes.
• Preserve precise reports, tracking logs, and documentation related to client content onboarding and transfer operations.
• Offer recommendations to enhance onboarding workflows, operational efficiency, and reporting processes.
• Train Information Management teams and other stakeholders on onboarding and transfer procedures and best practices.
• Coordinate notifications and communications with internal departments, legal practice groups, and external groups regarding transferring materials.
• Coordinate attorney reviews of electronic records to confirm compliance with transfer eligibility standards.
• Manage the collection, review, and preparation of physical records eligible for transfer with legal and Information Management teams.
• Coordinate secure electronic transfers through the firm's FTP share Site.
• Manage the transfer and shipment of approved physical records to authorized recipients.
• Serve as the primary point of contact between the firm and external persons regarding the onboarding and off-boarding of materials.
• Support continuous improvement initiatives related to information governance and Taft's mobility operations.

Requirements

• A bachelor’s degree preferred or equivalent combination of education and experience.
• 5+ years related experience working in information governance/records administration (i.e. medical records, legal records etc.).
• 2+ years of Matter Mobility experience.
• Law firm experience, preferred but not required.
• Advanced knowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, and Word) and Smartsheet.
• Significant understanding of database tables & structure.
• Strong written and verbal communication skills.
• Strong organizational skills.
• Strong customer service skills.
• Strong critical thinking skills.
• Ability to support multiple priorities simultaneously, accurately, and professionally.
• Ability to work independently and as part of a dispersed team.
• Ability to work under tight deadlines and report successes and challenges.
• Ability to handle and maintain confidential information in a secure manner.
• A high level of attention to detail and ability to multi-task while tracking information, communicating effectively with legal case teams, and successfully guiding the transition of both attorney’s as well as client’s during off-boarding and on-boarding periods.

Work Requires

• Regular attendance is essential.

Equal Opportunity Employer

Taft Stettinius & Hollister LLP participates in E-Verify.