Job details

Digital Records and Matter Management Specialist

Job Summary:

The Digital Records and Matter Management position is responsible for overseeing the organization, storage, retrieval, and destruction of digital records and matter-related data within BRG. This role works closely with Accounting & Finance, Legal, IT, and Business Unit stakeholders to ensure that all records and case information are managed efficiently and in compliance with regulatory standards and client engagements. The position reports directly to IT's Asset Management team, playing a crucial role in the integration of digital records systems and ensuring the seamless flow of matter related information across departments. The ideal candidate will have a strong understanding of records management principles, experience with legal and financial documentation, and the ability to collaborate effectively with various teams to support BRG’s strategic objectives.

Reporting Relationships:

• IT Asset Management

Key Contacts:

• Works closely with Legal, Risk & Compliance, Finance and Business Unit partners

• This role will work in conjunction with IT Teams: Cybersecurity and Infrastructure, IT Risk and Compliance, IT Expert Solutions, IT Project Management, and IT Operations

Major Responsibilities/ Job Functions:

The major responsibilities and job functions for the Digital Records and Matter Management Coordinator position working closely with the Legal Department and the Accounting Department, focusing on managing matters (or engagements) from inception to closure, include the following:

Major Responsibilities:

1. Matter Lifecycle Management:

Oversee the end-to-end management of BRG matters or engagements, from initial intake through to closure.
Ensure all relevant documentation, including contracts, correspondence, and financial records, is accurately captured and maintained throughout the matter's lifecycle.
Work with the Legal Department to monitor the progress of matters, ensuring deadlines are met, and key milestones are tracked.

2. Collaboration with Legal Department:

Serve as a liaison between the Legal Department and other stakeholders, facilitating communication and ensuring that legal requirements are integrated into the matter management process.
Assist in the preparation, organization, and storage of legal documents related to each matter, including pleadings, briefs, and discovery materials.
Support legal staff in maintaining an up-to-date and comprehensive digital record of all active and closed matters.

3. Coordination with Accounting Department:

Collaborate with the Accounting Department to ensure that financial aspects of matters, such as billing, invoicing, and expense tracking, are accurately recorded and aligned with legal documentation.
Ensure timely and accurate reconciliation of financial records with matter files.

4. Digital Records Management:

Implement and manage a diverse digital records system that securely stores all matter-related documents and financial records, ensuring they are easily accessible to authorized personnel.
Develop and enforce records retention policies that comply with legal, regulatory, client and organizational requirements.
Continuously evaluate and improve digital records management processes to enhance efficiency and accuracy.

5. Compliance and Risk Management:

Ensure that all matters and related records are managed in compliance with applicable laws, regulations, internal policies, and client requirements.
Identify and mitigate risks related to records management and matter handling, such as unauthorized access or data breaches.
Support the Legal Department in responding to legal holds, subpoenas, and other compliance-related requests.

6. System Administration and Support:

Administer the matter management and digital records systems, including setting up new users, configuring system settings, and maintaining system security.
Provide training and ongoing support to Legal and Accounting teams on the use of matter management tools and digital records systems.
Work with IT to troubleshoot issues, perform system upgrades, and implement new features or integrations.

7. Reporting and Documentation:

Generate detailed reports on matter status and records management activities for review by Legal, Accounting, and senior management.
Maintain comprehensive documentation of matter management processes, system configurations, and user guides.
Track and report on key performance indicators (KPIs) related to matter management and digital records efficiency.

Job Functions:

• Matter Coordination: Manage the full lifecycle of BRG matters, ensuring all documentation is accurately tracked and aligned from inception to closure.

• Collaboration: Act as a bridge between the Legal and Accounting departments, facilitating smooth communication and alignment of processes.

• System Management: Oversee the digital records and matter management systems, ensuring they are effectively utilized and maintained.

• Compliance: Monitor and ensure adherence to legal, regulatory, and client requirements throughout the matter management process.

• Training and Support: Provide system training and support to Legal and Accounting teams, ensuring proper use, and understanding of matter management tools.

• Reporting: Produce regular reports on matter status and records management for stakeholders.

• Develop and lead Digital Records and Matter Management Program

• Manage digital records and matter data lifecycle ensuring efficient on-boarding, appropriate access, controls and end of engagement requirements are completed and documented

• Collaborate with stakeholders to define digital asset policies, procedures, and best practices.

• Implement data governance strategies to safeguard client information and meet compliance standards.

• Monitor & Enforce Ethical Walls and Litigation Holds

• Manage data destruction vendors and data destruction events

• Point of contact for data audits by providing evidence for controls

• Identify opportunities for process optimization, automation, and efficiency

Requirements:

• Bachelor’s Degree or equivalent work experience

• 5+ years of experience in data management or digital record management

• Familiarity with industry frameworks and standards such as SOC2, ISO27001, HIPAA, HITRUST

• Familiarity with GDPR and CCPA

• Experience with managing digital records and client engagements