Information Governance Specialist

Baker Botts is a leading international law firm recognized for its deep understanding of the industries it serves. With offices across major global markets, the firm delivers sophisticated legal services while cultivating a collaborative, inclusive culture where both attorneys and professional staff contribute to client success and organizational excellence.

The Information Governance (IG) Specialist position receives direct supervision from the regional IG manager. The position works as a member of the IG team and is responsible for ensuring the accurate and timely collection and transfer of data, ensuring the creation, maintenance, circulation/tracking and disposition of client/matter files utilizing the Firm’s automated records management system (RM system) and document management system (DM system);

maintaining physical records centers; providing basic functional support to end users of the RM and DM systems; and working on special departmental projects as assigned by the manager. This is a full-time, non-exempt position resident in our Houston office with excellent benefits.

The following functions and responsibilities represent the core of the IG Specialist position. Specific responsibilities under each area may vary slightly between offices. All tasks are performed in accordance to established Firm procedures or at the direction of the firmwide records manager, office, or regional manager of records services.

• Assists with storage, end user retrieval, scanning and retention of electronic client matter data.
• Processes incoming electronic file materials by incorporating materials into existing electronic work spaces or by creating new electronic folders and subfolders to accommodate new data.
• Assists with import and export of electronic client data.
• Monitors e-mail traffic for matter notifications.
• Manages physical client/matter files and maintains high quality, accurate physical file organization in file rooms, work rooms, and lawyer or staff offices.
• Prepares closed matter files for shipment to offsite storage facility and recalls and returns boxes from offsite storage facility as requested.

• Processes files for specified matters to transfer to client or other law firms; sets dispositions in the RM system for all transferring folders.
• Assists with review of client matter files in preparation for deletion and destruction pursuant to the Firm retention and destruction policy and sets disposition in the RM and DM systems.

• Answers queries from lawyers and staff and provides guidance regarding use of the RM and DM systems, including file categorization and organization, requesting the creation of new files, requesting to check-out files, searching the RM system, and saving emails and electronic documents to the RM system.
• Answers technical questions escalated from IT and reports on system errors to the regional IG manager.

• Orders records supplies when needed.
• Assists with off-site storage and document shredding vendor relationships.

• Works independently with oversight from the manager, takes responsibility for special projects as assigned by the manager.
• Assist other members of the RIG staff with overflow work as directed by the regional RIG manager.

• Associate degree or higher.
• Minimum of three (3) years’ work experience in information governance or records management.
• Experience using Microsoft Office applications.
• Advanced computer and software application skills.
• Ability to work effectively with a wide range of individuals.
• Strong written and verbal communication skills.
• Ability to organize and maintain electronic and physical files.
• Ability to organize and prioritize numerous tasks, adjust to changing priorities, and complete tasks under time constraints.

• Experience using iManage Work 10 and iRM.
• Experience using CAM and Power Desktop.
• Experience with database applications.
• Experience working in a law firm or corporate legal environment.