Senior Information Governance Technology Analyst

About Ropes & Gray

Ropes & Gray is a preeminent global law firm. The firm has been ranked in the top three on The American Lawyer's prestigious A-List for eight consecutive years and #1 on Law.com's UK A-List twice in the past three years - rankings that honor the "best of the best" law firms. The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in 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 has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring. Ropes & Gray is an equal opportunity employer.

Overview

The Senior Information Governance Technology Analyst is the department subject matter expert in records management technology, network drive use and metrics, general information technology, and serves as the primary point of contact in their region for other IS technology and administrative departments. The Senior Information Governance Technology Analyst works closely with colleagues within IG and other IS departments to provide sound and efficient delivery of records management products and services to our internal and external clients. The Senior Information Governance Technology Analyst will provide recommendations to the Senior Manager of Information Governance and the Director of Information Governance and Library Services on the procurement of new technology and the use of existing technology. The support team member will lead and manage key IG projects involving technology-based solutions. The support team member will foster support for the adoption of new technology in their local region, including serving as a support and training resource for key artificial intelligence tool adoption. The Senior Information Governance Technology Analyst will delegate project work and assignments to other IG team members, working closely with IG management on resource assignments and bandwidth of team members. This position will be responsible for international regional Information Governance support.

Responsibilities

Liaise with the Manager of Information Governance Mobility to assist in the coordination and oversight of the transfer-in and transfer-out of client documents. Review and approve requested client materials in accordance with IG and OGC processes and procedures.

Assist the Manager of Information Governance Mobility with technical work related to outgoing and incoming client file transfers. This includes creating and importing PSTs and ensuring proper formatting of documents imported/exported to and from other law firms and clients. As required, take the lead on support for incoming client transfers for international offices including but not limited to organizing and importing PSTs, organizing, and importing documents into iManage Work, documenting the process of each, and providing process training to additional resources.

Work with Enterprise Systems (ES) to use desktop import tools to perform document migration jobs. Meet with content owners, define requirements, and ensure accurate and seamless migration of content. As required, be a key resource for POCs for new desktop import tools, testing, and making sound recommendations for tool selection and implementation.

Create, edit, and track physical records in IRM, the firm’s records management system. Provide training to end users to facilitate label creation and the proper maintenance and disposition of physical records.

Identify needed reports and submit requests to ES for custom reports from iRM to capture metrics on core records management functions such as file creation, requests, re-files, transfers, and destruction.

Support the Manager of Information Governance in managing the off-site storage relationship with international regional records management vendors and assist with invoice tracking and payment and budgeting, as needed.

Serve as the local contact for local vendors in international regional offices, recalling records from offsite storage as needed, sending records offsite, and general maintenance of in office and offsite inventory.

Liaise with the Senior Information Governance Disposition Specialist to assist with international regional record retention and disposition.

Provide coverage for Information Governance Jira tickets during the local time zone as well as off hours upon request for coverage from IG Management.

Handle Information Governance Jira tickets including but not limited to O: drive requests, H: drive requests, C: drive requests, Box, and other collaboration tool related tickets. May also handle tickets that support the firm’s technology exception processes, such as the use of real time chat, uploads to cloud services, or saving to removable media

With department leadership, support unusual activity monitoring and data prevention efforts and incidents in the region.

Lead the effort of the H: drive quota system, addressing end user questions and needs, assisting with local document organization and imports into iManage, educating users on best practices for H: drive management. On-board IG team members to handle H: drive issues for end users in their local offices.

Support the transition from H: network drives for end users to firm wide-use of OneDrive. Serve as a key resource for testing, end-user training, and migration of files from individual H: drives to OneDrive.

Working closely with Desktop Engineering, develop methods for scanning end user C: drives. Proactively reach out to end users to have them move content off their C: drives. Educate end users on the firm and client risks when storing data on C: drives. Develop methods for regular scanning, monitoring, and end user reach outs. On-board IG team members to handle C: drive issues for end users in their local offices.

Provide assistance to the Senior Manager of Information Governance to implement and maintain tools and processes for capturing metrics related to iManage Work and be able to provide reports to IG management on meaningful parameters of use.

Work with others in IG to integrate content stored in iManage Work into the firm’s records management system. Provide support to IG and Enterprise Systems (ES) to integrate iManage Work content with other commercial and custom applications as appropriate.

Define requirements for Litigation Technology team to leverage technology assisted review tools such as Relativity for outgoing file transfer and file destruction functions.

Work with IG management and Enterprise Systems to evaluate IG products and make recommendations for upgrades or purchasing new technology.

Be actively involved in online forums and user groups for IRM, iManage Work, and iRM, and for document and records management as a field of expertise.

Collaborate across IS departments to ensure technology already in place in the environment is being utilized to its full capacity. Explore ways in which existing and new technologies can streamline and/or automate business processes.

Support new firm technology proof of concept pilots, early adopter programs, and firm-wide rollouts, particularly AI-related tools, through testing, pilot group participation, feedback cycles, end user support and training. Learn the technology use cases and make recommendations to lawyers and business support team members as to which tool(s) may best fit their needs.

Manage IG department projects upon request, defining project scope, requirements, resources, timelines, and goals. Delegate project tasks. Facilitate project meetings. Provide regular status updates to IG management. Identify risks and work with IG management to mitigate risks.

Provide analysis, support and training to attorneys, paralegals and secretaries on document and email management best practices and procedures. Work individually with end users to organize email folders and link to a workspace, as appropriate.

Create and promote a program of IG best practices, tying together iManage Work and network drive compliance requirements and acceptable use for storing and sharing firm data. Coordinate with Office Administrators, IS Secretarial Services management and Paralegal management for opportunities to educate their teams on a regular basis. Support the Office Managing Partner with Information Governance related needs for the office.

Provide iManage Work training to new joiners in the international regional offices. Collaborate with the IT Training team to align on content and training materials.

Mentor team members by expanding their skillset in Information Governance operations tasks and workflows. Coordinate with their manager on assignments, priorities, and workload.

Qualifications

• Bachelor's degree in MIS, Information Services, Records & Information Management or related field required.
• Five to seven years of law firm experience in records or document management, information services, knowledge management, or legal technology required.
• Proficient user knowledge of iManage Work strongly preferred.
• Proficient user knowledge of iRM strongly preferred.
• Proven technical skills strongly preferred including basic knowledge of document/folder metadata and basic security principles.
• Advanced Microsoft Excel skills required.
• Advanced Microsoft Outlook skills required.
• Proficient user knowledge of Microsoft Teams, OneNote, OneDrive, and Co-pilot desirable.
• Basic knowledge of SQL reporting preferred.
• Strong business analysis and project management skills.
• Experience in technical training desirable.
• Ability to work with a variety of people at all levels within the organization.
• Exceptional attention to detail, strong analytical, troubleshooting, and problem-solving skills.
• Excellent customer service orientation, positive, proactive manner.
• Must have strong written and oral communication skills and be able to explain concepts and provide direction to all levels of staff and attorneys.
• Solid presentation skills important.
• Ability to organize, plan and carry out multiple projects simultaneously.
• Must be both a self-starter and a team player.
• Ability to work independently with minimal supervision required.

Compensation and Total Rewards Package

Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.

Working Conditions

• Standard office schedule is onsite five days per week.
• Work schedule is 9:00 AM – 6:00 PM in Hong Kong and 10:00 AM – 6:00 PM in Tokyo but must be available evenings and weekends as required.
• Travel, as required.
• The above is intended to describe the general content of and requirements for the performance of this job. It is not intended to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.