Manager, Records And Information Management

Job Description:

The Manager, Records and Information Management will be responsible for managing our firm’s records and information in compliance with legal regulations and internal policies. This role directly supervises the Records and Information Management team responsible for applying and maintaining established recordkeeping processes and procedures in support of the firm’s information governance strategy. The Manager will work closely with firm personnel as well as external vendors to ensure compliance with legal, regulatory, and operational requirements. A hybrid work schedule is available for this position.

A career at Nixon Peabody is the opportunity to do work that matters. It’s the chance to use your knowledge to shape what’s ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

We’ve created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If you’re someone who’s looking toward the future, we’d love to hear from you.

Location: Boston, MA; Chicago, IL; Long Island, NY; New York, NY; Rochester, NY; Washington, DC

Reporting Relationships:

This position reports to the Director, Records and Information Management.

This position directly supervises various Records Clerks and Records Coordinators, located in various regions across the firm.

This position works closely with the Office of General Counsel and Information Technology.

Essential Job Responsibilities:

• Supervise staff within the Records and Information Management team, including hiring, training, and development, to ensure high performance and close alignment with the firm’s information objectives.
• Facilitate compliance with legal and regulatory requirements in close collaboration with the Office of General Counsel. Direct the efficient collection, review, and release of physical and electronic records in response to client records transfer requests, legal holds, and document destruction orders.
• Champion the reduction of physical file usage across the firm by promoting digital solutions and overseeing the transition to electronic recordkeeping. Serve as a subject matter expert on electronic recordkeeping systems, understanding their implications for information governance, and driving the adoption of best practices across the firm.
• Coordinate and oversee records digitalization projects, ensuring timely and accurate completion in line with the firm’s digital transformation goals.
• Develop and maintain relationships with external file retention vendors, ensuring their services meet the firm’s standards for security, efficiency, and compliance. Assist the Director of Records and Information Management with forecasting retention needs as well as recommending and monitoring the budget.
• Advise and collaborate with legal and non-legal departments to uphold best practices in information governance, records management, and retention policies, enhancing firm-wide consistency and compliance.
• Maintain up-to-date knowledge on industry best practices as well as practice-specific requirements in information governance.
• Assist with office relocation projects as they relate to the moving, retention, and destruction of records.
• Perform other duties as assigned.
  
  
  

To perform this job successfully, you must be able to perform each essential job responsibility listed above, satisfactorily, with or without reasonable accommodation. Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.

• Minimum 5-7 years of demonstrated experience in leading and managing comprehensive information governance and records management programs within a legal or highly regulated professional services environment.
• High School Diploma required. Bachelor’s degree or higher in records management, information governance, data management, or a related field is preferred. Work experience in lieu of a degree will be considered.
• Prior supervisory/management experience is preferred.
• Expert knowledge of electronic recordkeeping systems and their impact on information governance, with the ability to implement strategic solutions firm-wide.
• Strong leadership skills with experience in directly supervising a team, driving process improvements, and fostering a culture of continuous development.
• Excellent interpersonal and communication skills, capable of effectively collaborating with and advising all levels of the firm on information governance best practices.
• Strong proficiency in the use of records and information management software (e.g., FileTrail; LegalKey, Virgo), document management systems (NetDocs, SharePoint), and Microsoft Excel including basic formulas, pivot tables, and charts. General proficiency with supporting technologies such as cloud collaboration tools (e.g., WebEx), and Microsoft Office suite, and file transfer solutions.
• Demonstrated experience with best practices in uses of structured and unstructured data, including relational database concepts, file exports, imports and data mapping.
• Experience using third-party retention platforms (e.g., Iron Mountain Connect) is preferred.
• Substantial experience with and understanding of legal requirements related to records and information management, compliance with document holds, and client file transfers.
  
  
  

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer: Disability / Female / Gender Identity / Minority / Sexual Orientation / Veteran.

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly-hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

In accordance with applicable Federal and State laws, the anticipated annual salary range for this position, depending on location, is as follows:

Boston, MA: $98,185 to $140,300;

New York, NY: $102,275 to $146,180;

Long Island, NY: $102,275 to $146,180;

Rochester, NY: $81,820 to $116,945

Washington, DC: $98,185 to $140,300

Chicago, IL: $94,100 to $134,480

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications. Because such contingent compensation is not yet calculable or may be zero ($0) in some circumstances, the above-listed salary range is Nixon Peabody’s good faith estimate of the annual salary it reasonably expects to pay for the position at the time of this posting.