Information Governance Supervisor

About the firm

Ropes & Gray is a preeminent global law firm ranked in the top three on The American Lawyer's A-List for eight consecutive years and #1 on Law.com's UK A-List twice in the past three years. The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government across Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, Milan, New York, Paris, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo, and Washington, D.C. The firm is recognized for leading practices in asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.

About the role

The Information Governance (IG) Supervisor manages a team responsible for executing critical assignments related to client and business records, supporting the firm’s information governance initiatives. This role ensures the effective delivery of IG services, including records management, attorney departures, client file transfers, and compliance with retention and destruction guidelines by coordinating closely with the IG Mobility Manager and the IG compliance team. The IG Supervisor oversees daily operations, staff scheduling, and work quality, and plays a pivotal role in onboarding, training, and mentoring team members. The position requires strong organizational and project management skills, exceptional customer service, and the ability to handle sensitive information with discretion.

Responsibilities

• Supervise and direct assigned team members to set and adhere to daily work schedules, ensuring work product excellence and accountability in compliance with firm policies and department procedures. Provide guidance and coaching as appropriate.
• Responsible for resourcing and assignments for all team members, including:
  • Coordinating with the mobility team to assign file transfer reviews.
  • Assigning attorney departures and retiring partner support with the NY IG Supervisor.
  • Coordinating with the retention and disposition specialist for electronic document reviews and approvals in the firm’s disposition workflow application.
  • Managing closing binders, electronic and physical file review, and related tasks.
• Maintain department attendance and time sheet records, approving overtime and paid/unpaid time off.
• Manage the process for evaluating and approving or rejecting time-off and remote work requests, ensuring sufficient in-office and vacation season coverage.
• Oversee assigned IG department functions and resources to ensure outstanding quality and consistent IG services to internal and external customers.
• Demonstrate excellent multi-tasking, work organization, prioritization, time-management, project management, and assignment completion skills.
• Acquire a thorough understanding of relevant workflow processes, perform routine evaluations, and recommend adjustments or enhancements to the Senior Manager of Information Governance.
• Recruit and interview candidates for co-op students, information governance assistant, and specialist job openings.
• Develop and implement effective training for employees on firm-wide information governance initiatives in accordance with department standard operating procedures.
• Regularly audit training information and documentation to ensure procedures are up to date.
• Create onboarding tasks and training schedules for new co-ops, IG assistants, and analysts. Update training materials and deliver training with appropriate IG personnel.
• Responsible for performance management of direct reports, including annual performance reviews, goal setting, monitoring progress, holding one-on-one meetings, and providing feedback. Solicit client feedback on team members' performance.
• Provide training, mentoring, and support for the professional growth and career development of direct reports.
• Demonstrate exemplary communication skills, including managing challenging performance conversations and providing candid feedback.
• Provide guidance to attorneys, paralegals, and administrative staff on compliance with retention and destruction guidelines, electronic recordkeeping, closing binders, client file transfers, attorney departures, and other procedures.
• Assist the Senior Manager of IG with policy and procedure development and the rollout of firm-wide staff training initiatives.
• Assist with managing the firm’s offsite records and media storage accounts for US offices, identifying cost-saving opportunities and developing best practices. Maintain strong vendor relationships and assist with invoice processing.
• Collaborate with the NY IG Supervisor on assignments for attorney departures and handle sensitive and confidential information related to exiting attorneys.
• Assist the Manager of Information Governance Mobility with tasks and projects related to the transfer of records and data into and out of the firm, including practice group departure projects and backlog processing.
• Oversee direct report assignments related to mobility work.
• Educate and market IG products and services to internal clients through various interactions, anticipating needs and identifying solutions. Collaborate on firm-wide IG service marketing efforts.
• Regularly audit IG pages on the firm’s intranet to ensure information is up to date.
• Demonstrate exemplary customer service and interpersonal skills to interface with personnel at all levels of the organization, managing urgent issues and complex requests.
• Maintain a working knowledge of industry trends and best practices in records and information management.
• Provide mentoring and professional development opportunities for the team.
• Conduct frequent analysis of existing processes and recommend efficient, cost-effective solutions in compliance with department and firm policies.
• Implement tools to measure metrics and monitor the ongoing development of the firm’s information governance program.
• Evaluate and oversee the implementation of automated methods for managing and disposing of records.
• Assist the Senior Manager of Information Governance in budget preparation and monitoring.
• Assist the Manager of Information Governance Mobility with incoming file transfers for new firm clients, including physical and electronic media.
• Provide regular updates to the Senior Manager of Information Governance on project status and compliance issues.
• Perform other work-related duties as assigned, including assisting with additional information governance projects.

Requirements

• Bachelor’s degree required.
• Three to five years or more of information governance experience in a law firm environment.
• Detailed knowledge of records management systems; iManage Records Manager (IRM) experience strongly preferred.
• Two years or more of supervisory or managerial experience within a legal records department in a mid-sized to large law firm strongly preferred.
• Experience with the iManage Work document management system strongly preferred.
• Exemplary customer service skills, including the ability to anticipate needs and manage multiple tasks simultaneously.
• Excellent verbal and written communication skills and the ability to interact diplomatically with all levels of firm personnel.
• Strong computer skills; experience implementing and/or managing an Electronic Records System is desirable.
• Excellent organization, time management, and project management skills, including strong critical thinking and problem-solving abilities.
• Ability to work under tight time constraints and deliver objectives in a timely manner.
• Membership in peer professional development groups required, preferably ARMA, ILTA, or AIIM.
• Team-oriented, collaborative, diplomatic, and flexible.
• Self-motivated with the ability to work independently and drive projects through to completion.
• Certified Records Manager (CRM) or Information Management Professional (IGP) designation preferred.
• Ability to travel to other offices as needed.
• Capability to lift boxes weighing at least twenty-five pounds repeatedly.

Pay

The anticipated pay range for this role is $101,900 - $155,350 (Boston), with eligibility for a discretionary bonus based on performance. The actual offered rate will be determined based on job-related, non-discriminatory factors, including qualifications, experience, geographic location, education, external market data, and internal equity.

Schedule

This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development, and effective collaboration with colleagues and management.