Records Manager - SF

Firm Information

Reed Smith is a global relationship law firm with more than 1,700 lawyers in 28 offices throughout the United States, Europe, Asia and the Middle East.

Founded in 1877, the firm represents leading international businesses, from Fortune 100 corporations to mid-market and emerging enterprises. Its lawyers provide litigation and other dispute resolution services in multi-jurisdictional and other high-stakes matters; deliver regulatory counsel; and execute the full range of strategic domestic and cross-border transactions. Reed Smith is a preeminent advisor to industries including financial services, life sciences, health care, advertising, entertainment and media, shipping and transport, energy and natural resources, real estate, manufacturing, technology, and education. For more information, visit reedsmith.com.

Position Summary

In conjunction with the Director of Risk & Information Governance the position is responsible for managing all of the Firm’s enterprise-wide records and content and also includes on-site/off-site management and storage of client and Firm files as well as all digital and/or electronic records and information. 

Essential Functions

• Address requests, inquiries and requirements of our internal customers.  Assign tasks to the Records Management Center staff in a fashion that will be most productive and efficient to facilitate a quick response.
• Supervise and assist with the Records Management Center ERMS/iRM needs, prioritizing as needed.
• Coordinate and oversee all retention and destruction practices within the allocated offices.
• Supervise and assist with barcoding when necessary.
• Supervise and assist with making ERMS/iRM modifications and deletions.
• Monitor ERMS/iRM down time and repeat problems/issues.
• Maintain ERMS/iRM label printer and trouble shoot when necessary.
• Monitor and communicate file space to new attorney assignments.
• Coordinate monthly audits of file space to ensure accuracy with respect to floor population.
• Maintain harmonious relationships with outside records vendors, sales representatives and technicians.
• Stay current and alert to new products and changing marketing conditions.
• Print ERMS/iRM reports, i.e., detail and/or summary upon request.  Print statistical reports monthly.
• Train new users (on a rotating basis) on the ERMS/iRM System.
• Evaluate secretaries with respect to their ERMS/iRM knowledge, input and volume.
• Assist personnel in allocated offices with making equipment decisions, answering questions concerning ERMS/iRM and ordering supplies.
• Maintain neat and orderly work space in Records Management and Repository.
• Prepare check requests.
• Participate in the orientation program for new hires in allocated offices.
• Coordinate projects such as file transfers to clients or other law firms, mass file destruction, mass shredding, etc.
• Coordinate staff schedules to cover absences, unscheduled call-offs, vacations, holiday coverage within the department. 
• Manage staff PTO schedules; approve time cards and overtime requests.
• Conduct Firmwide regular video/audio conference calls with local records teams.
• Conduct group presentations and training in person or via video/audio conference calls.
• Plan for and insure the Firm complies with all legal records keeping requirements. 
• Supervise quality control efforts.
• Track various monthly statistics and metrics and report on anomalies and risk conditions.
• Through affiliations with professional organizations and professional development and reading, develop awareness of new products and changing market conditions.
• Evaluate records management down time and recurring problems/issues, recommending solutions or process improvements.
• When necessary, travel to other offices to conduct document and records management training.
• Prepare and update existing procedural manuals including document management, records management; records management administrative functions and local office procedures.
• Participate in decision-making process for purchase of new equipment.
• Develop standard orientation program for new hires.
• Develop records space plans and strategies as needed for office renovations and moves.