Document Manager

As West London’s leading law firm, IBB enjoys a reputation for representing significant clients in complex legal matters. Our practice areas span commercial, employment, charities, commercial and residential real estate, family, private client, and community legal services. The firm and its partners are ranked highly by independent legal guides Chambers & Partners and Legal 500.

The main objective of this role is to spearhead the modernisation of IBB’s archiving process and function, by implementing both traditional and technological systems to effectively manage IBB’s document lifecycle from records, information management and archives.

• Managing the delivery of an archiving service across the firm
• Review current document lifecycle processes
• Develop and improve current archiving processes including the recording, retention and destruction of documents in line with current regulatory and compliance requirements
• Design and implement new processes and systems to improve, standardise and efficiently manage the document lifecycle process
• Ensuring that physical and electronic filing comply with IBB policies and external regulations
• Provide business consultancy on use and management of physical and electronic information acquired by and/or generated by IBB
• Seek out ways to leverage technology to evolve the document management life cycle and archive services
• Supervise the archiving of closed files, both hard copy and paperless files, through SOS Connect (Case Management System)
• Supervise the retrieval of files as requested by fee-earners (either on site or in external storage) and ensure a record is maintained of booked out files.
• On-site file culling and subsequent update of SOS Connect in accordance with Office Manual/QBE guidelines
• Overseeing the collection of secure destruction sacks containing destroyed files with external porters
• Supervising the data entry of Wills and Deeds for storage onto the RMS (Record Management System) and safe storage of same
• Supervising the retrieval of Wills and Deeds requested through the RMS and delivery to fee-earners

Key Responsibilities include (not limited to):

• Managing the document management centre across all sites?
• Ensuring physical and electronic archive services are delivered in compliance with our policies partnering with BSG and IT
• Providing directions to external providers and managing relationships with third party suppliers; in the course of managing records of archived documents and materials and controlling access to archived documents and materials
• Engaging with team leaders to provide consultation in the development of their archiving and document management strategies
• Seeking out and adopting emerging technologies relating to digital archiving and record management

Education/ Qualifications

Essential:

• Degree - preferably in information management and/or significant industry experience
• Full UK driver’s license with own transport

Knowledge, Skills & Experience

• Experience of managing archiving in a regulated business
• Experience in the management of digital or electronic records
• Understanding of emerging technologies relating to records management
• Ability to plan and drive projects and/or co-ordinate multiple work streams
• Previous supervisory/line management of support team in document management/archiving
• Demonstrable level of commercial awareness and professionalism at all times
• Previous experience of working within a legal office environment is preferred
• Good interpersonal skills and the ability to interact with colleagues, managers, and service providers.
• Excellent written, verbal and numeracy skills
• Methodical and well-organised with ability to meet deadlines
• Responsive and able to reprioritise workload where required
• Manual handling skills and ability to lift and carry files, boxes etc. (in accordance with H&S guidelines)