Information Governance Assistant (Records Assistant)

Job Description

Job Description

Frost Brown Todd , a national law firm of 1000 legal and business professionals in eighteen markets, is currently seeking a full-time Information Governance Assistant to join our Cincinnati office. The Information Governance Assistant will perform duties associated with the firm's physical records located in centralized records areas and electronic records archived in the firm’s document management system. The Information Governance Assistant will close files, coordinate transfers to off-site storage, enter data in the firm’s records management software system and assist with transfers of physical and electronic data for incoming and departing attorneys and clients.

Key Responsibilities :

• Manage the life cycle of physical and electronic records according to the firm’s record retention policy and attorney departure policy.
• Using the firm’s retention and governance software, execute and coordinate processes for approval of physical and electronic records disposition. Contact attorneys for approval for destruction of eligible matters, locate physical files off-site, prepare lists of boxes to be destroyed and destroy electronic records in the firm’s document management system.
• Execute Information Governance procedures by coordinating the transfer of physical and electronic files with outside parties, including departing attorneys, other law firms and clients using the firm’s records management software system and electronic document management system. Follow procedures and protocols that ensure detailed tracking of the transfer.
• Maintain spreadsheets and file client correspondence in the firm’s document management system for matters of attorney and client departures.
• Maintain client files within the centralized records areas and keep the centralized records areas neat in appearance.
• Maintain and track files that are checked out to other business professionals using the firm’s records management software system. Update client and matter names as requested.
• Assemble files and utilize alphabetical, numerical, and other filing systems to organize files.
• Coordinate transfer of files with outside record storage facilities and record maintenance of off-site files using the firm’s records management software system.
• Inventory records throughout the office on a regular basis to ensure their current location and circulation status.
• Greet clients in a professional and friendly manner while handling front desk reception duties.
• Work may require irregular hours from time to time and occasionally requires more than 40 hours per week to perform the essential duties of the position.
• Travel time may be required outside of normal working hours. This may occasionally include travel on a weekend if an office move, renovation or other business need requires.

Job Requirements :

Frost Brown Todd offers a competitive salary and a comprehensive benefits package including medical, dental, vision, life, disability, and 401k / profit sharing retirement package.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Frost Brown Todd is fully committed to equality of opportunity in all aspects of employment. It is the policy of Frost Brown Todd to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.