Records Manager

Position Summary

The Records Manager oversees the day-to-day operations of the Records Management Department in the Indianapolis office. This role is responsible for the maintenance, organization, retention, retrieval, and disposition of client records in both physical and electronic formats, and helps ensure compliance with administrative, legal, and operational requirements. This role reports directly to the Senior Records Manager.

Responsibilities

• Manage the organization, maintenance, and accessibility of records and information in both paper and electronic formats to ensure efficient retrieval and use.

• Oversee the retention and disposition of inactive records in accordance with administrative, fiscal, and legal requirements, including destruction, imaging, or transfer to archival storage following attorney’s approval.

• Coordinate workflow and priorities for records management staff, including assigning special projects, arranging coverage during staff absences, assessing overtime needs, training and supervising interns and temporary staff.

• Ensure quality control through careful review, proofing, and editing of department work product.

• Support a variety of record-related services, including new employee orientation, attorney arrivals and departures, the transfer of files to clients, co-counsel, and other authorized outside parties.

• Supervise records staff, including:

  • participating in recruitment and onboarding;

  • training new team members;

  • conducting or contributing to annual performance evaluations;

  • monitoring attendance;

  • providing performance feedback; and

  • recommending disciplinary action when appropriate.

• Partner with department leadership to develop and implement records management policies and procedures and to improve user service and departmental operations, including:

  • Risk management;

  • Ethical Wall management;

  • Legal Hold management;

  • Inactive records storage management;

  • Records retention and destruction programs;

  • Automation and process improvements; and

  • Equipment, supply, and space planning.

• Report regularly to the Senior Records regarding team goals, objectives, projects, and accomplishments.

• Review and approve invoices related to document shredding.

• Ensure timely responses to records and information inquiries.

• Identify and redirect incoming mail as needed.

• Perform other duties as assigned.

Qualifications

• High school diploma required; bachelor’s degree preferred.

• Minimum of 3 years of experience in a Supervisor/Manager role in a law firm environment.

• Strong computer and database skills required; experience with legal records management systems preferred to include FiT (Future in Tech), iRM Records manager or legacy systems such as LegalKEY or FileSurf.

• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, handheld portable scanners and iManage.

• Demonstrated ability to identify and analyze records management issues and implement practical solutions.

• Ability to multi-task and prioritize among many projects and priorities with the ability to delegate to staff members.

• Ability to work independently and exercise sound judgment with minimal supervision.

• Strong interpersonal skills and the ability to communicate effectively and professionally, in person, by email, and by phone, with attorneys, staff, and vendors.

• Excellent organizational, written, and verbal communication skills.

• Ability to routinely lift and move standard file boxes weighing up to 40 pounds.

• Must be a servant leader that supports the growth of the Indianapolis records department and the departmental employees.

• Support the firm wide initiatives of the firmwide Records Department.

Work Environment

This position operates in a standard law office environment with minimal exposure to excessive noise, dust, temperature extremes, or similar conditions.

Additional Information

The employee must be able to perform the essential duties of the position satisfactorily, with or without reasonable accommodation. Reasonable accommodation may be provided, absent undue hardship.

This job description is intended to describe the general nature and level of work performed in this role. It is not intended to be a complete list of all duties, responsibilities, or qualifications. Subject to firm needs, duties and responsibilities may change at any time, with or without notice.

Equal Employment and Opportunity Statement:

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.