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Job Description:
The IP Records Specialist is a member of the Intellectual Property & Technology Business Unit team. They are responsible for organizing, maintaining and updating the electronic records in the Intellectual Property (IP) Department to enhance the effectiveness of the IP attorneys and staff, and developing best practices for electronically stored documents.
General Responsibilities:
Provide support for maintaining, updating and administering electronic files for a high volume IP practice
Evaluate and review current records management procedures to improve efficiency and assist with establishing protocols
Organize and document the processes with which emails and documents are collected and electronically filed
Monitor IP records inbox and ensure correct identification, storage and organization of all emails and documents in the firm’s WorkSpaces (v-files) based on established protocols
V-file documents attached to emails, using established naming protocols
Assist attorneys with scanning and v-filing hand written notes and client instructions in appropriate workspaces
File Engagement Letters for All Clients in appropriate workspaces
Review scanned paper mail and electronically file documents; forward copies to attorneys and staff as necessary
Add scanned documents to docket records as necessary
Audit existing v-files and correct misfiled documents
Responsible for v-filing incoming USPTO documents in appropriate workspaces
Additional responsibilities:
Ability to identify and analyze complex records related issues, recommend sound solutions and execute
Ability to identify issues, propose solutions, obtain stakeholder buy-in and execute
Understanding of IP Records processes and goals
Special Projects:
Assist with file intake, i.e., assist in the review and organization of paper and electronic files received from client/previous counsel
Scan paper files as necessary and coordinate larger file scanning jobs with Office Services
Assist with preparing paper and electronic files for transferring out of firm based on protocols established by the IP department
Providing assistance with internal file audits and other special projects as necessary
Desired Skills
Familiarity with FileSite, iManage
Advanced word processing skills using Microsoft Office products
Ability to learn quickly and work independently with minimum supervision
Ability to work on a team, and with the senior leaders of an organization
Bachelor’s Degree preferred or a minimum 4 years of experience in information management (including electronic data) and experience with an intellectual property law practice. Records management professional certification helpful
Excellent communication skills, both verbal and written
Superior organizational skills and attention to detail
If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!
It is Epiq’s policy to comply with all applicable equal employment opportunity laws by making all employment decisions without unlawful regard or consideration of any individual’s race, religion, ethnicity, color, sex, sexual orientation, gender identity or expressions, transgender status, sexual and other reproductive health decisions, marital status, age, national origin, genetic information, ancestry, citizenship, physical or mental disability, veteran or family status or any other basis protected by applicable national, federal, state, provincial or local law. Epiq’s policy prohibits unlawful discrimination based on any of these impermissible bases, as well as any bases or grounds protected by applicable law in each jurisdiction. In addition Epiq will take affirmative action for minorities, women, covered veterans and individuals with disabilities. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. Epiq is pleased to provide such assistance and no applicant will be penalized as a result of such a request. Pursuant to relevant law, where applicable, Epiq will consider for employment qualified applicants with arrest and conviction records.
