OCARMA

Orange County Chapter of ARMA

Electronic Records Specialist (SF)




To apply visit: https://careers-sidley.icims.com/jobs/4737/electronic-records-specialist/job

Summary

This position is open to either Palo Alto or San Francisco.

The Electronic Records Specialist is responsible for utilizing in-depth knowledge of established records management theories to lead the development of processes and procedures, work practices, trainings, controls and technology improvements to effectively manage the electronic records in support of the Firm’s operational needs and Records Management strategy.

Duties and Responsibilities

  • Assist the Office of General Counsel with the document hold/preservation orders and collection processes. Work with applicable lawyers and staff on the identification and collection of potentially responsive email and electronic documents. Utilize search and collection tools to facilitate identification and collection of responsive documents.
  • Process electronic records received in conjunction with the on boarding of new lawyers or the transfer of matters to the Firm.
  • Administer process for the collection, review and release of electronic records necessary to comply with file releases associated with client requests. Offer suggestions for process improvement, as appropriate.
  • Work with practice groups and administrative departments to ensure compliance with the Firm’s Records Management policy.
  • Provide support and guidance for the classification of electronic records according to the Firm’s records classification scheme, including the development of folder structures, taxonomies, metadata standards, procedures, and content for training programs.
  • Lead efforts to organize and classify unstructured data.
  • Execute process for electronic records disposition, including email and litigation support data in response to court-ordered document destruction or implementation of Firm retention policies. Maintain procedures to facilitate the orderly disposition of records.
  • Lead the development of a quality control program to measure the accuracy of record classifications. Oversee the quality review of records stored in the Firm’s document management system. Facilitate reclassification of incorrectly profiled records.
  • Identify electronic record management risks and lead the development of action plans to mitigate identified risks.
  • Provide support and guidance for electronic records migrated from shared drives or other electronic records storage areas to archival storage.
  • Act as a liaison between lawyers and IT in regard to issues of electronic records organization, access, retention, and disposition.
  • Lead the development of protocols and methodologies for electronic records storage and disposition.
  • Assist with developing long-term plans for maintenance and archival storage of electronic records.
  • Collaborate with IT to define and address the incorporation of records management requirements into information management systems design and other technology changes, including the development of migration strategies that ensure the integrity of electronic records and related metadata for the required retention.
  • Collaborate with IT Security to develop security procedures in accordance with leading practices and Firm requirements.
  • Develop periodic and ad hoc reports regarding the quality and progress of the electronic records management initiatives.
  • Lead the effort to research and assess leading practices and emerging technologies for electronic records management.
  • Identify, evaluate, and recommend resources and tools.
  • Other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email staffrecruiting@sidley.com (current employees should contact Human Resources).

Education and/or Experience:

Required:

  • At least 4 years of records management, litigation support or IT experience, preferably in a professional services firm.
  • Knowledge of archival data storage, data migration methodologies, and data conversion techniques.
  • Knowledge of records preservation procedures, practices, and techniques.
  • Experience with content management systems such as Documentum, NetDocs or iManage.
  • Working knowledge of the Microsoft Windows operating system and basic network functions.
  • Direct experience working with various forms of storage media.
  • Proven program/project management experience.
  • Strong presentation skills including the knowledge of MS Visio and MS PowerPoint.

Preferred:

  • A Bachelor’s degree in Business, Library Science, Information Science or other related field or an equivalent combination of education and/or work experience.
  • Prior experience extracting and exporting data from Symatic’s Enterprise Vault, Microsoft Exchange and/or iManage.
  • Experience with Symatic’s Discovery Accelerator or other similar e-discovery tools.
  • Experience with programming languages including XML and SQL.
  • Advanced knowledge of Microsoft Outlook.

Other Skills and Abilities:

The following will also be required of the successful candidate:

  • Strong organizational skills
  • Strong attention to detail
  • Good judgment
  • Strong interpersonal communication skills
  • Strong analytical and problem solving skills
  • Able to work harmoniously and effectively with others
  • Able to preserve confidentiality and exercise discretion
  • Able to work under pressure
  • Able to manage multiple projects with competing deadlines and priorities

 Sidley Austin LLP is an Equal Opportunity/Affirmative Action Employer.

DANIELLE CERVE
Staff Recruiting Coordinator

SIDLEY AUSTIN LLP
One South Dearborn
Chicago, IL 60603
+312 456 0893
dcerve@sidley.com
www.sidley.com

Senior Records Assistant (LA)





To apply visit: https://careers-sidley.icims.com/jobs/4720/senior-records-assistant/job

Summary

The Senior Records Assistant will perform tasks associated with the local office implementation of and compliance with the Firm’s Records Management Program. He/she will provide administrative support for the daily records management needs of the local office lawyers, paralegals, secretaries and administrative management. Duties will include the creation, classification, organization, indexing and maintenance of hardcopy and electronic client files using the Firm’s records and/or document management systems. He/she will develop and maintain constructive working relationships with lawyers, paralegals, secretaries and administrative management to understand and meet their records management needs.  

Duties and Responsibilities

  • Classify, index, organize, file, search, retrieve, archive, and dispose hardcopy and electronic records using the Firm’s automated records management or document management systems.
  • Coordinate records management activities with lawyers, paralegals and/or secretaries including the indexing and classification of documents and/or files.
  • Coordinate off-site storage services for the office(s), including the processing of records designated for storage; on-line service order placement; and service issue resolution. Retrieves and routes requested files, or boxes.
  • Assist Firm personnel with the search and retrieve of documents and files. Searches for files and documents range from simple to complex.
  • Assist with training lawyers, secretaries, paralegals and staff in the proper creation, conversion, searching, location, filing and processing of hardcopy and electronic records.
  • Serve as advocate and key support contact for scanning of hardcopy or files.
  • Oversee transfer of records to outside records storage vendor, if hardcopy storage is required.
  • Process and coordinate the transfer of matter records for departing attorneys.
  • Process and coordinate intake of client records for incoming attorneys.
  • Work closely with the Records Manager to develop and implement new procedures in accordance with established policies. Recommend changes to policies, equipment, storage, automation enhancements and relationships based on office’s records management needs.
  • For offices without an onsite Records Manager, serve as the office’s initial point of contact for records management issues. Handle and resolve routine records management service requests and other associated issues with limited supervision. Provide guidance regarding the Firm’s Records Management policies and procedures or utilization of automated and manual systems.
  • Responsible for securing hardcopy files subject to ethical and confidential screens.
  • Implement records destruction process in compliance with the Firm’s records retention policy, may include coordination of activities with off-site records storage vendors.
  • Ensure compliance with OGC document holds and preservation orders for records in the custody of Records Management. Implement the OGC document holds and preservation order release process to resume of records destruction process.
  • Ensure security and protection of the Firm’s records held on-site and in off-site storage facilities.
  • Conduct annual records inventory/audit of records managed by the office.
  • Track key performance indicators and prepare reports for Records Manager, Office Manager and other Firm management to measure the state of the office’s Records Management operations.
  • Work on special projects as required ranging from moderately difficult to complex.

Qualifications

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email staffrecruiting@sidley.com (current employees should contact Human Resources).

Education and/or Experience:
Required:

  • Minimum of four years experience in records management, document management, library services or document conversion (scanning) operations.
  • Proficient in Microsoft Word, Microsoft Excel and Microsoft PowerPoint.
  • Experience with a records management or document management software application.
  • Strong computer and database skills; knowledge of classification, computer indexing and peripheral equipment usage such as bar coding, scanning, etc.
  • Electronic Records Management experience (converting paper documents to electronic files).
  • Must be able to work overtime as required. 

Preferred:

  • Prior law firm or professional services firm experience
  • Experience with LegalKEY or iManage
  • Keyboard skills equivalent to 35 WPM.

Other Skills and Abilities:
The following will also be required of the successful candidate:

  • Strong organizational skills
  • Strong attention to detail
  • Good judgment
  • Strong interpersonal communication skills
  • Strong analytical and problem solving skills
  • Able to work harmoniously and effectively with others
  • Able to preserve confidentiality and exercise discretion
  • Able to work under pressure
  • Able to manage multiple projects with competing deadlines and priorities
  • Motor and dexterity abilities including stooping, bending and standing for long periods of time; ability to lift and move records storage boxes weighing up to 40 lbs. over the head
  • Ability to work effectively with all levels of Firm personnel with tact and diplomacy.
  • Must be able to work and act decisively and independently with limited supervision.

Sidley Austin LLP is an Equal Opportunity/Affirmative Action Employer.

DANIELLE CERVE
Staff Recruiting Coordinator

SIDLEY AUSTIN LLP
One South Dearborn
Chicago, IL 60603
+312 456 0893
dcerve@sidley.com
www.sidley.com

Sr. Analyst, Records Management
Newport Beach, California
Job description
General Summary:The Sr. Analyst, Records Management is responsible for supporting HCA's Records Management programs and practices. Responsible for the day-to-day centralized administrative functions for inactive and active records and secured shredding programs. Verifies the accuracy and completeness of data entered in vendor's records inventory management system, assigns appropriate retention codes, tax and legal holds, and ensures recordkeeping and safeguarding controls are implemented to reduce HCA's exposure to the risk of loss, improper disposal, or unauthorized disclosure of Company Information. Performs annual departmental records and PII inventories. Assists in the process for reviewing records for destruction eligibility. Assists with litigation, audit and examination requests, and supports other projects as needed.Essential Job Function:· Off-Site Records Storage & Secure Shredding - Coordinates all requests for the transfer of records to/from processing facilities to centralized off-site storage. Processes requests for internal records inventory searches and retrievals for all HCA locations. Processes requests for additional or non-routine secure shred bin rotations, performs verification of boxes transferred to offsite storage, ensures information from transmittal list are accurate and complete, verifies data entries made by the vendor in vendor's records inventory management systems, resolves missing or inaccurate data (i.e. content descriptions, dates, ownership, and retention codes). Reviews monthly invoices prior to obtaining management approval.· Departmental Records & PII Inventory - Assists in the discovery of business processes and records and information exchanges that exists at HCA. Assists in the identification and inventory of all records and personally identifiable information (PII) that are being created, captured, controlled, stored, retained, and disposed of at HCA and with HCA third parties. Performs complex analytical or interpretive tasks. Responsibilities include interviewing department subject matter experts, and writing procedures.· Records Destruction Eligibility Reviews - Assists in quarterly disposition reviews for off-site storage inventory and electronically stored information (ESI). Generates records inventory summary reports, applies litigation and audit holds, and generating final inventory list for vendor's secure shredding services.· Requests for Information - Provides support to manager for both internal and external requests for records, during litigation, audits, and examinations requests. In addition, provide reporting and metrics as requested.· Other Support - Perform all other duties as assigned.Knowledge and Skills:· Able to work well both as an individual contributor and as a team member. Strong interpersonal skills.· General knowledge of financial services industry preferred.· Knowledge of how to monitor and manage review processes.· Skilled with project and presentation software including: PowerPoint, Visio, MS Project, Excel, Access, and Word.· Certified Records Manager (CRM) or Certified Records Analyst (CRA) required.Education and Experience:· Bachelor's degree or equivalent combination of education and work experience.· 5+ year's relevant experience, automotive finance industry preferred.· Background in automotive finance· Experience analyzing and ensuring adherence to policies and procedures or special projects preferred.Physical Requirements and Working Condition:*Employees in this class are subject to extended periods of sitting, standing and walking, vision to monitor and moderate noise levels. Work is performed in an office environment.Hyundai is an Equal Opportunity Employer M/F/D/V
Manager, Privacy Compliance I
Newport Beach, California
Job description
General Summary:The Manager, Privacy Compliance I work under the direction of the Director, Privacy & Records Management I to support the delivery and management of HCA's privacy compliance programs and practices ensuring operational goals align with HCA's business priorities. This position is also responsible for partnering with HCA business teams to drive interaction and provide routine privacy guidance in connection with the review and implementation of privacy controls and customer preference solutions across the enterprise, ensuring adequate coverage exists, and information safeguards are in place to comply with privacy rules, laws, regulations, and corporate policies.Essential Job Function:· Privacy Compliance - Support and contribute to the delivery and management of HCA's privacy compliance programs and practices to ensure business needs are met and privacy compliance risks are proactively identified and managed including, but not limited to, Information Protection Impact Assessments (IPIA), Breach Management, Data Classification and Handling, Information Sharing, and Operational Privacy Compliance. Ensure appropriate safeguards are in place to comply with privacy rules, laws, regulations, and corporate policies.· Privacy Risk Assessments - Support and contribute to the establishment and management of a privacy risk assessment process to identify and mitigate privacy risks associated with the processing of personally identifiable information (PII), understanding why PII is being collected, and discovering how PII is being used, accessed, shared, safeguarded and stored. Help ensure that the process conforms to the appropriate privacy laws, regulations, and corporate policies. Identify potential risks and effects of these risks including recommending administrative, technical and physical controls, countermeasures, and remediation action plans to reduce the exposure of privacy risks to HCA.· Privacy Metrics - Support and contribute to the development and implementation of privacy's key performance indicators (KPIs) and key risk indicators (KRIs). Compile, analyze and submit applicable metrics as required by IPD Leadership. Establish a reporting framework for auditing and monitoring activities to identify areas of potential risk and enable the detection of significant instances of non-compliance or other violations. Maintain records for all privacy monitoring and auditing related activities.· Privacy Regulatory & Legal Updates - Maintain an understanding and comprehension of privacy and data protection laws and regulations (US), fair information practices and core privacy and data protection principles, direct marketing techniques, workplace monitoring, online privacy, risk management and information security.Knowledge and Skills:· Comprehensive understanding of privacy and data protection laws and regulations (US, European, Asia-Pacific), fair information practices and core privacy and data protection principles, direct marketing techniques, workplace monitoring, online privacy, and information security.· Tactical thinking skills, creative problem solving, analytical skills, verbal and written communication skills, including meeting facilitation and presentation skills.· Ability to influence and articulate professional and persuasive individual who can serve as an effective member of the team and who is able to communicate privacy-related concepts to a broad range of technical and non-technical staff.· Excellent leadership, functional management and teamwork skills.· Excellent written and verbal communication skills.· CIPP/US, CIPM, CIPT, CISA, CISM, or CISSP required.Education and Experience:· Minimum bachelor's degree in related area.· Minimum of 6 years' related professional experience. Experience managing operational privacy compliance programs.· Complete understanding and comprehension of privacy and data protection laws and regulations (US), fair information practices and core privacy and data protection principles, direct marketing techniques, workplace monitoring, online privacy, risk management and information security.Physical Requirements and Working Condition:*Employees in this class are subject to extended periods of sitting, standing and walking, vision to monitor and moderate noise levels. Work is performed in an office environment.Hyundai is an Equal Opportunity Employer M/F/D/V
Manager, Information Security Engineering II
Newport Beach, California
Job description
General SummaryThe Manager, Information Security Engineering II is responsible for security architecture, end point security, network access controls, secure configuration of systems, remote access security, multi-factor authentication, and infrastructure security. This position requires a thorough understanding of current and emerging threats and technologies. In addition, this position is responsible for designing and deploying information security technologies to directly support the director's efforts in securing the company's information and enforcing directives as mandated by regulations and HCA policy.Duties and ResponsibilitiesDesign, deploy, and manage the deployment of multiple information security technologies. The technologies include end point security, application security, database security, infrastructure security, and identity management solutions.Perform technical security design/review activities for applications, networks, servers, architecture, and databases to ensure secure deployments.Ensure the adoption of information security requirements into the design, implementation, and operations within the System Development Life Cycle (SDLC).Promote acceptance of security technologies within the organization, balancing business goals, security controls, and customer usability. Work with business management to communicate security risk and countermeasures.Perform all other duties as assigned.Knowledge and SkillsStrong knowledge of information security products and implementations, with an emphasis on design in the areas of networks, servers, endpoints, applications, databases, and integration.Significant knowledge of security protocols, applications and authentication tools, including Kerberos, SSL and tokens.Strong knowledge of Access Controls, Directory Services, LAN infrastructure and technical standards.Strong knowledge of Microsoft Windows and UNIX security principles and best practices.Strong knowledge of network and host-based intrusion detection systems and architecture.Strong knowledge of secure application development and database security.Working understanding of ISO 27001/2, NIST Cybersecurity, CIS Top 20 CSC, PCI DSS, or HIPPA security control frameworksWorking understanding of the OSI Model, TCP/IP and network security protocolsKnowledge of Gramm-Leach-Bliley Act (GLBA) and NYDFS Cybersecurity RegulationProject management and staff career developmentExcellent verbal and written communication skills with strong ability to present persuasive ideas.Education and Experience· BS degree in Computer Science, Information Security, IT, or other related field preferred· 8 years progressive experience in information security roles required· CISSP, MCSE, CCNP or other related information security certification required· Project Management experience preferred· Financial Industry experience preferredPhysical Requirements and Working ConditionEmployees in this class are subject to extended periods of sitting, standing and walking, vision to monitor and moderate noise levels. Work is performed in an office environment