Information Governance (IG) Specialist

The Information Governance (IG) Specialist position receives direct supervision from the regional IG manager. The role functions as part of the IG team and is responsible for ensuring the accurate and timely collection and transfer of data; creating, maintaining, circulating/tracking, and disposing of client/matter files using the organization’s automated records management system (RM system) and document management system (DM system); maintaining physical records centers; providing basic functional support to end users of the RM and DM systems; and assisting with special departmental projects as assigned. This is a full‑time, non‑exempt position based in the Houston office with excellent benefits.

The following functions and responsibilities represent the core of the IG Specialist position. Specific responsibilities may vary slightly between offices. All tasks are performed according to established procedures or at the direction of the firmwide records manager, office manager, or regional manager of records services.

Primary Responsibilities

Management of Electronic and Physical File Content

• Assists with storage, end‑user retrieval, scanning, and retention of electronic client matter data.
• Processes incoming electronic file materials by incorporating them into existing electronic workspaces or creating new electronic folders/subfolders.
• Assists with import and export of electronic client data.
• Monitors email traffic for matter notifications.
• Manages physical client/matter files and maintains accurate physical file organization in file rooms, work rooms, and lawyer/staff offices.
• Prepares closed matter files for shipment to offsite storage and handles recalls/returns of boxes as requested.

Disposition of Client/Matter Files

• Processes files for specified matters to transfer to clients or other law firms; sets dispositions in the RM system for all transferring folders.
• Assists with reviewing client matter files for deletion and destruction according to retention and destruction policies; sets dispositions in the RM and DM systems.

RM and DM System Support

• Answers queries from lawyers and staff and provides guidance on using the RM and DM systems, including file categorization, organization, file creation requests, check‑out requests, RM system searches, and saving emails/documents.
• Answers technical questions escalated from IT and reports system errors to the regional IG manager.

Administrative Support

• Orders records supplies as needed.
• Assists with off‑site storage and document shredding vendor relationships.

Other Duties & Responsibilities

• Works independently with oversight from the manager and takes responsibility for special projects as assigned.
• Assists other members of the records and information governance staff with overflow work as directed by the regional manager.

Required

• Associate degree or higher.
• Minimum of three (3) years of experience in information governance or records management.
• Experience using Microsoft Office applications.
• Advanced computer and software application skills.
• Ability to work effectively with a wide range of individuals.
• Strong written and verbal communication skills.
• Strong attention to detail.
• Ability to organize and maintain electronic and physical files.
• Ability to prioritize multiple tasks, adjust to changing priorities, and meet deadlines.

Preferred

• Experience using iManage Work 10 and iRM.
• Experience using CAM and Power Desktop.
• Experience with database applications.
• Experience working in a law firm or corporate legal environment.

Extent of Contact

Internal:

• High degree of contact with secretaries, paralegals, and attorneys.
• Moderate‑to‑high degree of contact with internal administrative departments.

External:

• Low degree of contact with vendor representatives (e.g., offsite storage facility contacts).

Physical Requirements

• Ability to lift boxes of files weighing approximately 35 pounds.
• Ability to retrieve and replace objects from shelves up to 7 feet high.
• Ability to push or pull a loaded book dolly or cart on various flooring surfaces.
• Ability to sit, concentrate, and work at a computer for extended periods.

Working Conditions and Environment

• Work is typically performed in a standard office environment but may occasionally involve exposure to dust, dirt, or extreme temperatures.
• Full‑time position requiring a five‑day workweek and standard hours as outlined in policy manuals. Must be available for overtime, including weekends, when necessary.
• Hybrid work may be available, requiring at least three days per week (60%) in the office, with up to two days per week (40%) remote.
• Periodic travel may be required between Texas offices.