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About the Role
This exempt management position is responsible for the day-to-day operation and continuous improvement of the Firm’s records management program and for the supervision and development of Records Department personnel across assigned offices. The Records Manager implements Firm information governance and records policies, procedures, retention requirements, legal holds, client file transfer protocols, and related controls governing physical and electronic client and business records throughout the information lifecycle. The Records Manager partners with attorneys and business professionals, Office Administration, Information Technology, Information Security, the Office of the General Counsel, Finance, Human Resources, and other stakeholders to deliver consistent, secure, efficient, and client-focused records services. The position is both an operational manager and a subject-matter resource, with responsibility for translating Firm policy into practical processes, quality controls, training, metrics, and technology-enabled workflows.
Responsibilities
- Supervise and develop Records Department staff, including managing, coaching, training, and evaluating personnel.
- Ensure day-to-day records functions are appropriately staffed, prioritized, and completed accurately within service levels and deadlines.
- Coordinate staffing and resources for large projects requiring multi-office or cross-department participation.
- Develop onboarding, cross-training, procedural guidance, and continuing development for Records Department personnel.
- Conduct regular individual and team meetings, address performance or workflow issues promptly, and partner with Human Resources on employee development and performance management.
- Manage schedules, timekeeping approvals, workload allocation, and other administrative responsibilities for subordinate personnel.
- Oversee the creation, classification, indexing, retrieval, circulation, storage, transfer, archival, retention, and disposition of physical and electronic client and Firm records.
- Maintain operational controls that support accurate matter/file identification, ownership, location, status, and disposition.
- Oversee client file transfers and matter mobility activities for incoming and departing lawyers and clients.
- Administer records retention and defensible disposition processes.
- Support implementation and administration of legal holds and preservation requirements affecting records.
- Coordinate physical records operations, including file rooms, off-site inventories, box management, scanning/digitization, secure destruction, and space reduction initiatives.
- Promote appropriate electronic filing and matter-close practices.
- Assist in drafting, maintaining, and implementing records management and information governance policies, standards, retention schedules, and procedures.
- Translate policy requirements into documented operating procedures, controls, checklists, and workflows.
- Monitor compliance with records policies, retention schedules, legal holds, client requirements, confidentiality obligations, and applicable legal or regulatory requirements.
- Provide guidance and training to attorneys and business professionals regarding records responsibilities.
- Support information governance, privacy, information security, eDiscovery, business continuity, and related risk initiatives.
- Maintain appropriate documentation and audit trails for records disposition, transfers, holds, approvals, and other material records-management actions.
- Serve as the operational owner and subject-matter resource for the Firm’s records management system and related records technologies.
- Maintain and audit records metadata, classifications, locations, retention attributes, and related system information.
- Partner with Information Technology and other system owners regarding integrations among Firm systems.
- Define business requirements, participate in testing, and support implementation of system upgrades, migrations, enhancements, automation, and new records or information governance technologies.
- Develop and maintain operational metrics, dashboards, exception reports, and management reporting.
- Remain current on developments in legal records management, electronic records, information governance, and relevant technologies.
- Manage day-to-day relationships with records-related vendors.
- Support vendor selection, contract renewals, pricing reviews, invoice validation, and expense management.
- Monitor records-related expenditures against approved budgets and identify opportunities to reduce costs.
- Plan and manage records projects using defined scope, schedules, responsibilities, quality controls, status reporting, and measurable completion criteria.
- Function as a liaison to various Firm departments.
- Participate in Firm committees, working groups, audits, client information-governance reviews, and special projects.
- Travel periodically to Firm office locations and to professional conferences, workshops, or training programs as required.
- Provide operational coverage or hands-on assistance when necessary.
- Perform related duties and responsibilities as assigned.
Requirements
- Three (3) or more years of progressively responsible records management or information governance experience, preferably in a large law firm or other complex professional-services environment.
- At least two (2) years of direct personnel supervision, team leadership, or comparable management experience, including coaching, workload management, and performance development.
- Thorough working knowledge of the records and information lifecycle, including physical and electronic records, retention schedules, defensible disposition, legal holds, client file transfers, lawyer mobility, confidentiality, and records-related risk controls.
- Demonstrated experience with enterprise records management systems and document management systems.
- Experience managing multi-office projects, vendors, operational budgets or expenses, metrics, and process-improvement initiatives.
- Working knowledge of information governance, data privacy, information security, eDiscovery/preservation, and professional-responsibility considerations as they relate to law-firm records is preferred.
Skills
- Strong people-management skills
- Resource-management skills
- Organizational skills
- Project-management skills
- Ability to establish priorities and manage competing deadlines across multiple offices
- Strong analytical skills
- Problem-solving skills
- Ability to identify operational risk
- Ability to investigate data or process issues
- Ability to exercise sound judgment
- Ability to implement sustainable corrective action
- Excellent written communication skills
- Excellent oral communication skills
- Ability to explain records and information governance requirements clearly
- Strong service orientation
- Interpersonal skills
- Judgment and credibility necessary to manage sensitive issues and confidential client and Firm information
- High degree of accuracy
- Attention to detail
- Ability to use reporting and productivity tools effectively
- Ability to learn and leverage innovative technology, automation, and data-analysis capabilities
Location
- Dallas
Work Type
- Exempt
- Professional office environment
- Periodic travel may be required
- May require work outside normal business hours or on weekends
Experience Level
- 3+ years of records management or information governance experience
- 2+ years of direct personnel supervision, team leadership, or comparable management experience
Education Level
- Bachelor’s degree in information management, records management, library/information science, business, or a related field is preferred.
- Substantial directly relevant professional experience may be considered in lieu of a degree.
- Professional certification such as Certified Records Manager (CRM), Information Governance Professional (IGP), Certified Information Professional (CIP), or comparable credential is preferred.
About the Company
- At Haynes and Boone, our people are the driving force behind our success.
- Haynes and Boone is one of the largest law firms in Dallas, and it continues to grow.
- In 2023, Haynes and Boone moved its headquarters to a new 27-story office tower in the Harwood District of uptown Dallas.
- Lawyers in our Dallas office serve all the firm’s practice and industry areas.
- Our Dallas lawyers are widely recognized in their practice areas in publications such as The Best Lawyers in America directory and the Chambers USA legal directory.
- This office attracts high-energy, technically proficient people who enjoy working in a collegial environment.
- We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.
Equal Opportunity
- We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.