Senior Manager, Technology Information Governance
Firm Summary
White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.
With lawyers operating from more than 40 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world’s key financial markets and our strengths in handling complex cross-border work.
It’s not just about our global network of offices; it’s the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It’s one of the reasons we attract and retain cross-border work. And why we attract a diverse group of people.
Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Diversity is a core value of our Firm and it has been recognized with numerous awards and top rankings around the world. Our people represent 90 nationalities and speak 80 languages.
Position Summary
As the Information Governance (IG) Senior Manager / Associate Director, you will be responsible for supporting the IG Director across IG Operations for directing, planning and supervising all aspects of the Firm’s information governance programs
IG is a holistic approach to managing all our information by implementing controls, processes, metrics and goals. It ensures our information is treated as a value business asset, making it readily available when needed while reducing storage costs and risks, ensuring compliance and streamlining the management and maximizing its value.
IG Operations includes Data Management, Matter Mobility and IG Policies. This includes the daily operational execution of each of these services globally, following approved processes and policies, ensuring evidence and approved systems and methods are followed as well as reporting on metrics, ongoing auditing and process improvements. Partnership across the rest of IG departments and the Technology function is essential where IG Operations work items also depend on retention and disposal or Counsel execution.
The role will assist in developing plans, setting goals, providing direction and execution of our services, initiatives and projects towards the overall goal of reducing risks and costs around information governance.
Key senior stakeholders to interact with include the Firm’s General Counsel, Data Protection Officer, Technology Cyber Security leader and the Practice Technology department. Additional key stakeholders will include partners and practice leaders as well as external vendors and service providers.
Our Functional Area
Technology at White & Case plays a key role in enabling our lawyers in practicing law around the world.
Our team comprises three functions: Business Services – who maintains, develops and supports our enterprise systems, Operations – who designs, builds and supports our communications and data center operations, and Technology Support – who provides desktop, audio visual and training support. Together we support our lawyers with leading edge technology and systems to deliver elite legal and best-in-class client service.
Globally-minded and diverse, our team covers a range of technical disciplines and business skill sets. This encompasses business analysts, data architects, application developers and engineering staff covering a range of technologies that include virtualization, cloud, networking, storage, collaboration services and security. We deploy the latest technology and hardware within our state-of-the-art offices. Our technical support staff support and train our people on the latest hardware and operating systems, remote working capabilities and mobile devices. Our Shared Services centers deliver Service Desk and Operations functions that support our colleagues and monitor Firm systems 24 x 7.
Working closely with our business services colleagues to support the Firm’s Finance, Human Resources, Marketing, and Knowledge systems, the Technology Department is at the heart of the Firm’s global operations.
Duties and Accountabilities1
Essential duties:
- Manages IG Operations services across Data Management, Matter Mobility and Policies
- Engage with the Firm’s leadership teams, partners and all IG functions to understand the Firm’s requirements to support our client’s needs
- The role contributes to global function leadership, setting our strategic themes and policies. An attention to detail and a strong focus on processes will build the basis of our success
- Directs IG people and programs to realize the Firm’s vision and strategy through business planning
- Directs and oversees core processes to ensure timely, accurate and sustainable work product delivery across all IG compliance domains
- Work alongside the IG Director to devise key strategy decisions to assist managing the IG teams
- Manage resources, operations and processes to provision, setup and support IG Operations teams in the delivery of timely compliant services across the Firm
- Work closely with other Technology leaders to improve services, standardize procedures and set best practices to support IG Operations and the IG Program overall
- Serve as relationship manager to key stakeholders to both legal practices and Business Services to provide the right technology and support for the Firm’s success
IG Operations:
- Work closely with other Technology leaders to improve and standardize services and set best practices for IG globally
- Follow change management processes in each office in each region
- Follow Technology Security Policy and report to the Security Manager any breach or suspected breach of security within any office and region
- Follow Technology policy and procedures for all equipment, software and services
- Contribute to the budget planning process and make recommendations for technology expenditures and head count in offices in each region
- Work with Business Engagement to help promote the Firm’s IG Program and related technology tools and services via presentations, demonstrations and other communications platforms
- Make recommendations for annual technology plans
- Support feedback gathering to help improve the Firm’s IG Program and technology tools and services
- Serve as a mentor of both Firm Values and Technology Guiding Principles within the department
- Participate on global / regional or office projects, operational and technology teams as requested by Firm or Technology leadership
- Maintain professional, technical and IG knowledge by reviewing related professional sources, communities of practice and publications
- Stay in tune with the Firm’s growing projects for practice and innovation experience
- Maintain the practice of continuous improvement and education by attending seminars and keeping current on new leadership skills
- Contribute to team efforts through communication, cooperation and coordination within and across teams, departments and the function
- Collaborate actively with key stakeholders in all Firm locations, including the Firm’s General Counsel, Risk Management Committee and Chief Information Officer (and other Chiefs where applicable), to develop and implement the Firm’s information governance program through policies and processes, budget and project management, and inter-department and practice group initiatives
- Develop and implement a strategic program applying industry leading practices and methodologies to support the achievement of short- and long-term Firm-wide goals
- Develop, implement and enforce strategies and procedures to ensure security of records containing client and Firm information and particularly adequate confidentiality of such records
- Ensure that the program and any resulting policies and procedures are comprehensive, covering the management of information assets in all formats, including hard-copy and electronic, and meeting all applicable statutory, regulatory, ethical, and privacy requirements in each jurisdiction
- Communicate program requirements and goals through education, coaching and change management strategies that increase user adoption and compliance.
- Monitor program effectiveness utilizing benchmarks to evaluate and improve
- Lead or serve on related committees, steering groups and advise senior executive management across IG projects, policies and practices
- Supervise global IG operations including managers and staff across the Firm, which can involve extensive international travel
- Develop, implement and enforce strategies and procedures for segregating, locating and storing records and clients and of the Firm
- Maintain functional oversight for various IG systems including the Firm’s document management system, records management systems and other key content repositories
- Develop, implement and enforce appropriate deadlines and means of document retention and disposal
- Develop and recommend to executive management strategies for improving, implementing and enforcing handling of client and administrative records at all stages of their lifecycle
- Prepare annual budget for relevant functional areas and monitor variances
- Collaborate with the Procurement team to manage relevant vendor relationships and identify opportunities to achieve cost efficiencies, audit and monitor invoices, and negotiate and review contracts as needed
- Motivate staff through leadership and training to maximize the potential of department personnel, creating a positive work environment
- Sets performance expectations of team members, evaluates performance, and provides feedback on an ongoing basis
- Drafts, reviews and presents proposals, project plans, status reports, metrics, and other information in a format and style relevant for the intended audience
- Communicates the role’s vision and guiding principles in a variety of forums (1:1, administrative meetings, department, function, practice group and partner meetings, etc.)
- Communicates directly with senior management and members of the Office of the General Counsel and other partners; states areas of concern, addresses questions, and/or resolves outstanding issues with the appropriate parties
- Provide backup leadership coverage to the IG Director
Data Management:
- Direct and oversee all aspects of electronic data IG operations by the Data Management team including Shared Drive management, electronic data migration, Provisioning, Mailbox management and Data Compliance across Electronic Closing Libraries (ECBs), Legal Opinions, Survey assessments and Firm-chargeable number global programs and projects
Matter Mobility:
- Direct and oversee all aspects of Matter Mobility IG operations by the Matter Mobility team including Incoming and Outgoing Transfers, Departure requests plus reviewing and archiving departing user data and files
IG Policies:
- Direct and oversee all aspects of IG Policies including Firm IG Policy advise, IG metrics and Reporting and IG processes, procedures and best practices
- Liaison with the IG Counsel including across the Firm’s Records Retention Schedules and client clause support
Qualifications
- This senior manager / associate director position in the department seeks candidates that must have 10 or more years’ experience coordinating or supervising the work of others. This experience must include the intake and assignment of work, the review and approval of work product, delivering performance feedback, setting goals and objectives, and reporting metrics across IG
- Commercial and business awareness, with a preference given to candidates with law firm information governance and assignment of work, the review and approval of work product, delivering performance feedback, setting goals and objectives, and reporting metrics
- An educational background from a wide variety of disciplines including information technology, legal, compliance, information management, and/or records management will be considered
- An undergraduate degree from an accredited four-year institution is required
- 10+ years’ experience in a role relating to risk management, information governance, records management, information experience
- Working knowledge of regional and global Privacy regulations and programs
- Client service focus
- Demonstrated ability to deliver clear, concise, and factually accurate written and oral communications appropriate for the intended audience
- Expertise in a Legal Document Management Systems (DMS), with preference given to candidates with a working knowledge of iManage Work in a legal setting, including matter workspace and document security
- Prior experience using and/or administering major eDiscovery and Legal Hold Process Management platforms, plus Records Management solutions a plus
- Advanced proficiency in Microsoft Office and M365 applications, (e.g., Word, Excel, PowerPoint, Teams, Visio)
- Advanced knowledge of information governance principles, practices, and technologies.
- Proficiency in using the latest virtual meeting and collaboration platforms (e.g. MS Teams, Webex etc.)
- Strong time management skills, ability to stay calm under pressure when juggling multiple tasks
- Proactive, resourceful, takes initiative
- Fluency in English
- International experience a plus
Location & Reporting
- This is a hybrid professional in-office / remote role that is based in our D.C office, that may occasionally require business travel. Must be available to work outside of standard work hours, as needed to meet business demands.
- This role reports to the IG Director
Equal Opportunities
White & Case is committed to creating a diverse and inclusive workplace. It is our Firm’s policy to recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.
If you require assistance and/or accommodation to participate in our application and/or interview process, please email the recruiting contact listed for the relevant position. We will be happy to work with you.
The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.
1The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.
Primary Location
: United States-Washington D.C.
Other Locations
: United States-Tampa, United States-New York
Expected Workplace: Hybrid
Job Posting
: Nov 21, 2024, 2:41:41 PM
Salary range for New York market: 143,200 – 214,800 US Dollars (USD) Yearly
143,200 – 214,800 Yearly
Salary range in other markets will vary
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