The Data Governance Supervisor will assist in the administration, maintenance, and day-to-day operations of the firm’s Document Management System (DMS) and Records and Information Management System (RIMS), including all supporting applications and business processes. Effective administration of these systems facilitates compliance with the firm’s records management policy.
In this position, the employee must meet annual security education training and awareness (SETA) requirements. The employee must also assure that information created, acquired or maintained in performance of job duties is used in accordance with its intended purpose – to protect Troutman Sanders information and its infrastructure from external or internal threats – and to assure that the employee complies with Firm Policy requirements regarding information access, classification, security and privacy.
ESSENTIAL JOB FUNCTIONS:
Responsible for day-to-day oversight, monitoring, and administration of the firm’s Document Management System (DMS), Records and Information Management System (RIMS), and the and applications such as matter-centric workspace generation tools, automated data import and export tools, security functionality within these applications.
Responsible for routinely auditing the use of DMS and RIMS, to ensure content and metadata are appropriate and meaningful.
Responsible for resolving issues related to the DMS and RIMS, including document import and export requests related to incoming / departing attorneys and clients, matter-centric workspace related requests, permissions issues, and other troubleshooting and problem resolution.
Ensure optimum storage utilization and performance of the DMS and RIMS and supporting applications, as well as assists with the planning and implementation of hardware and software upgrades.
Work with Project Management Services and Technology Services groups to oversee the operation of servers and storage dedicated to the DMS, RIMS, and supporting applications; assist in planning for growth and upgrade of these systems.
Oversee/conduct all document import/export tasks using approved processes and procedures.
Analyze both data structures and data to validate migrations and conversions and make corrections as needed.
Responsible for working effectively with Sr. Regional Records Managers to ensure a smooth transfer of electronic records both into and out of the firm, associated with departing and incoming attorneys and clients.
Coordinates and documents preservation holds via an electronic tracking application.
Prepares firm Records Management System documentation and Standard Operating Procedures documentation.
Performs detailed analysis of manual, hardcopy record systems in order to identify the most appropriate electronic records management use.
Participates with other CIO Organization departments in the design, development, and implementation of both strategies and systems associated with utilizing the DMS as the primary repository for electronic records
The Data Governance Supervisor will continue to develop skills, knowledge and ability to improve processes and procedures, and keep updated on trends and developments in the industry. This includes meeting annual personal development goals.
QUALIFICATIONS & REQUIREMENTS:
Strong problem-solving and analytical skills and the ability to think logically.
Demonstrated effective interpersonal skills and the ability to communicate effectively with users and other staff who may have little or no technical background.
Demonstrated ability to concentrate and pay close attention to detail.
Must have prior Document Management System (DMS) experience, preferably with iManage.
Ability to understand/develop SQL queries.
Extensive knowledge of Windows Operating Systems and Microsoft Office Suite.
High level of personal integrity, and the ability to professionally handle confidential matters and exude the appropriate level of judgment and maturity, as well as inspire confidence in both the internal clients and team members. High degree of initiative, dependability and ability to work with little supervision. Must be a critical thinker with strong problem-solving skills.
Demonstrated ability to work effectively both independently and with teams.
Competent at adjusting priorities and managing time in a fast-paced environment.
Effective organizational and communication (both oral and written) skills.
Demonstrated ability to read, analyze and interpret general business documentation.
Effective speaker with the ability present information and respond to questions from groups or staff, legal personnel and clients. This includes reasonable ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Commitment to professional development.
EDUCATION AND/OR EXPERIENCE:
B.A. or B.S. and/or at least three years of information technology experience in at least one of the following areas: systems networking, databases, or user support, or any combination of education and experience that demonstrates an ability to perform the job.