Records Management Director - Chicago - ARMA International

Description

Records Management Director

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US-IL-Chicago

Department

Records Management

Summary

The Records Management Director will lead the strategy, governance, and execution of the Firm's global Records and Information Management (RIM) program. This role translates long‑term vision into actionable plans, delivers measurable operational and compliance improvements, and advances the Firm's global approach to managing electronic and physical records and artifacts.

The Director will design and implement an enhanced records management framework, prioritize competing initiatives, and manage the interdependencies across offices and functions. Serving as both a strategic leader and hands‑on operator, the Director will motivate teams, build consensus among stakeholders, and drive timely, high‑quality results.

To achieve these objectives, the Director will function as: (a) a subject‑matter expert and advocate for effective records management; (b) a strategist, leader, change agent, and communicator; (c) a problem solver and troubleshooter; (d) a Firm ambassador and cross‑functional liaison; and (e) a program and project manager overseeing complex, Firm‑wide initiatives.

Duties and Responsibilities
Strategic Leadership & Program Development

• Define the Firm's global RIM strategy, roadmap, and governance framework, aligned with business goals, client expectations, industry standards, and regulatory requirements.
  
• Develop and maintain Firm‑wide policies, procedures, retention schedules, and guidelines governing electronic and physical records.
  
• Assess current‑state practices and lead the design of a modern, integrated records and information lifecycle program supporting creation, classification, storage, retrieval, retention, and disposition.
  
• Identify opportunities to improve risk mitigation, operational efficiency, client service, and cost management.
  
• Drive Firm‑approved milestones, track progress, and demonstrate measurable improvements in all RIM functions.
  

Operational Oversight & Execution

• Oversee daily records operations across all offices, ensuring consistency and quality of service delivery.
  
• Manage the lifecycle of Firm records—electronic and paper—across practice groups, administrative departments, and global offices.
  
• Coordinate processes for intake, indexing, storage, transfer, digitization, retrieval, and secure destruction.
  
• Ensure application of standardized taxonomy, metadata practices, and matter‑level controls across systems and repositories.
  
• Oversee vendor relationships related to offsite storage, scanning, imaging, and related services.
  
• Develop and monitor KPIs, operational dashboards, and service‑level measures.
  

Technology, Systems & Modernization

• Partner with IT, Information Governance, and Knowledge Management to evaluate, deploy, and optimize RIM technologies, including:
  • Records management systems (RMS)
    
  • Document management systems (DMS)
    
  • Matter lifecycle and workflow tools
    
  • Legal hold or eDiscovery tools
    
  • Physical records tracking systems
    
• Lead automation and digitization initiatives to reduce paper, streamline processes, and improve retrieval and reporting.
  
• Ensure systems are configured to support retention, disposition, metadata, security, and ethical walls requirements.
  
• Oversee system upgrades, data migrations, and integrations with Firm platforms.
  

Governance, Compliance & Risk Management

• Ensure adherence to the Firm's legal, regulatory, and ethical obligations related to records management, information governance, and privacy.
  
• Collaborate with the Office of General Counsel, Risk, Compliance, and IT Security to support legal holds, audits, client requirements, and confidentiality protocols.
  
• Maintain global retention schedules in alignment with applicable laws, regulations, and best practices.
  
• Regularly assess and remediate risk exposures in processes, practices, and systems.
  
• Develop defensible disposition programs for electronic and physical materials.
  

Leadership, Change Management & Stakeholder Engagement

• Lead, mentor, and develop a global records management team, including managers, supervisors, analysts, and office‑based staff.
  
• Build consensus with partners, senior leadership, and administrative stakeholders to support program adoption and compliance.
  
• Develop and deliver training, communication, and change‑management programs to promote RIM awareness and adoption.
  
• Serve as a key liaison to attorneys, legal teams, and administrative departments on RIM‑related questions, priorities, and projects.
  
• Cultivate a culture of accountability, accuracy, confidentiality, and high service standards.
  

Target Salary Range

$280,000 - $350,000 if located in Illinois

Qualifications

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities 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 (current employees should contact Human Resources).

Education and/or Experience

• Bachelor's degree required (Information Management, Library/Information Science, Business, or related field).
  
• Certified Information Governance Professional (IGP) or Certified Records Manager (CRM).
  
• A minimum of 10 years of progressive experience in records management, information governance, or related disciplines, ideally within a law firm or professional services environment.
  
• A minimum of 5 years of leadership or management experience, including oversight of multi‑location or global teams.
  
• Deep understanding of electronic and physical records lifecycles, including classification, retention, disposition, and compliance.
  
• Experience with leading RIM and DMS platforms (e.g., iManage, NetDocuments, FileTrail, Iron Mountain, LegalKEY, or similar).
  
• Familiarity with legal industry requirements, including client outside counsel guidelines, data privacy regulations, and ethical walls.
  
• Strong understanding of IG frameworks (e.g., ARMA, ISO 15489, NARA, Sedona).
  
• Proven experience implementing large‑scale modernization or digitization initiatives. xhmxlyz
  
• Strong analytical, reporting, and data‑driven decision‑making capabilities.
  

Preferred

• Master's degree preferred
  

Other Skills and Abilities

• 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 Employer

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