Legal Records Manager Job Description

This is an example of a Legal Records Manager job description for a reference when building your resume. Analyze the qualifications and requirements listed to get an understanding of what you need to include on your resume for what employers would look for in this field.

SUMMARY:

The Legal Records Manager is responsible for overseeing the organization, maintenance, and security of legal records, documents, and information within a law firm or legal department. This role plays a crucial part in ensuring the accessibility, integrity, and compliance of legal records and information management.

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FUNCTIONAL DUTIES:

• Records Management:
  • Develop and implement records management policies, procedures, and best practices for the organization.
  • Establish and maintain an efficient records retention and disposition schedule in compliance with legal and regulatory requirements.
  • Oversee the creation, classification, and indexing of legal records and documents.
• Document Management:
  • Manage the intake, indexing, storage, retrieval, and dissemination of legal documents.
  • Coordinate the organization and digitization of paper documents and electronic records.
  • Ensure the accurate and consistent naming, labeling, and metadata tagging of records.
• Security and Confidentiality:
  • Implement security measures to protect sensitive and confidential legal information.
  • Establish access controls and permissions to ensure only authorized personnel can access specific records.
  • Monitor and audit access logs to maintain data integrity.
• Technology Integration:
  • Collaborate with IT teams to implement and maintain records management software and document management systems.
  • Ensure the proper functioning and integration of technology tools for records management.
• Compliance and Reporting:
  • Stay up-to-date with legal and regulatory requirements related to records management.
  • Develop and maintain compliance reports, including audit trails, retention schedules, and destruction logs.
  • Coordinate responses to legal discovery requests as needed.
• Training and Education:
  • Train legal staff and personnel on records management policies and procedures.
  • Foster a culture of compliance and awareness regarding the importance of records management.
  • Provide ongoing support and guidance to staff regarding records-related queries.
• Archival and Retrieval:
  • Oversee the management of physical and electronic archives.
  • Ensure records are easily retrievable and accessible to authorized users.
  • Coordinate the transfer of records to off-site storage facilities, as needed.
• Vendor Management:
  • Collaborate with third-party vendors for secure storage, destruction, or digitization of records.
  • Evaluate vendor contracts and service agreements to ensure compliance and cost-effectiveness.

REQUIREMENTS:

1. Bachelor’s degree in records management, information science, or a related field (Master’s degree or professional certification in records management is a plus).
2. Proven experience in records management, preferably in a legal setting.
3. Proficiency in records management software and document management systems.
4. Strong knowledge of legal and regulatory requirements related to records management.
5. Excellent organizational and project management skills.
6. Exceptional attention to detail and accuracy.
7. Strong analytical and problem-solving abilities.
8. Effective communication and interpersonal skills.
9. Ability to work independently and collaboratively with cross-functional teams.
10. Knowledge of legal document types, terminology, and document classification.

Note: This job description is intended to provide a general overview of the position and is not exhaustive. Duties and responsibilities may be adjusted to meet the evolving needs of the organization.

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