Information Governance Analyst

Mayer Brown is an international law firm positioned to represent the worlds major corporations funds and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity support and development they need to grow thrive and realize their greatest potential all while supporting the Firms client service principles of excellence strategic partnership commercial instinct integrated strengths innovation and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service initiative professionalism responsiveness and adaptability you may be the person we are seeking to join our InformationGovernance department in our Chicago office as an Information Governance Analyst.

The Information Governance Analyst (IGA) will support the daytoday activities of the Information Governance Program helping to ensure compliance with privacy confidentiality and information management policies. This role requires a foundational understanding of physical and electronic legal recordkeeping basic experience with technology tools related to information management and strong organizational skills.

Responsibilities include supporting the management of physical and electronic information throughout its lifecycle including receipt classification storage maintenance retention and disposition. The IGA assists with coordinating file transfers and file intake by working with Information Governance leads lawyers IT staff and external parties to ensure files are securely handled. They also support tasks related to lawyer and staff departures including tracking assignments maintaining records and helping to identify and mitigate risk.

The IGA helps review and organize unstructured data by client matter proposes basic cleanup approaches and assists with data migrations as needed. They will address data quality and migration issues under the direction of senior team members and contribute to projects and initiatives as assigned. This role also involves providing basic guidance to lawyers and business services staff on information governance processes and procedures.

Essential Functions:

• Supports the receipt review and proper classification of incoming electronic and physical client matter data into Firmapproved systems and repositories
• Assists with preparing and coordinating physical records for offsite storage including tracking inventory arranging retrievals and maintaining accurate chainofcustody documentation
• Processes records management service requests via phone email and records management systems escalating issues when appropriate
• Retrieves and reviews client and administrative files (both electronic and physical) to determine eligibility for retention storage or destruction based on Firm policies
• Assists with data integrity projects by conducting reviews of existing files to ensure compliance with metadata standards and folder structures
• Prepares files and data for secure transfer to external parties during lawyer departures client file transfers and matter mobility projects
• Assists with litigation hold activities by updating records databases identifying impacted records and coordinating with Legal Risk Management and IT teams
• Performs electronic inventory of physical files using portable scanners and uploads inventory information into the records management system
• Supports invoice and vendor tracking activities related to offsite storage including verifying deliveries reviewing invoices for accuracy and assisting with resolving discrepancies
• Provides basic training and assistance to staff on the proper use of the Firms records management and document management systems
• Helps maintain organization of case rooms attorney workrooms and client file storage areas as needed to support active matters
• Contributes to the development and refinement of records management procedures by identifying process improvements during daily tasks
• Stays informed about Information Governance and Records Management best practices through ongoing training and learning opportunities
• Assists with departmental projects process audits data cleanup initiatives and other special assignments as needed
• Performs other duties as assigned or required to meet Firm goals or objectives

Education/Training/Certifications:

• Bachelors degree in a related field. An equivalent combination of education and/or experience may be considered in lieu of the degree when the experience has been directly related to the functions of the job

Professional Experience:

• Minimum of 13 years of experience in information governance records management or a related field preferably in a law firm or professional services environment
• Experience assisting with the implementation of policies and procedures related to the management of physical and electronic records compliance and information lifecycle requirements
• Demonstrated ability to support operational processes and contribute to team initiatives focused on improving efficiency accuracy and service delivery within a records or information governance environment

Technical Skills:

• Proficiency in Microsoft Office products
• Experience with IG systems (e.g. records management databases document management systems like iManage or other enterprise content management tools) required
• Experience conducting large scale reviews of complex data sets
• Ability to analyze data using a variety of data reporting tools

Performance Traits:

• Strong written and verbal communication skills able to communicate and negotiate effectively and in a professional manner with all levels of the Firm and outside vendors.
• Ability to work in a diverse team environment and effectively support the demanding needs of the firm.
• Ability to work under pressure meet deadlines with shifting priorities.
• Must be a selfstarter with a high level of initiative.
• Strong customer service skills able to anticipate needs and exercise independent judgment.
• Strong attention to detail organizational skills and the ability to handle multiple projects.
• Maintains confidentiality and exercises discretion.
• Exercises solid strategic thinking and problemsolving skills.
• Ability to effectively prioritize tasks manage time and resources
• Willingness to understand and work with changing priorities and take on new projects.

Physical Requirements:

• Physical mobility and ability to move/lift boxes files binders etc.
• Ability to lift up to 35 lbs. and operate carts hand trucks etc.