Legal Records Coordinator/Management

Karen L. Ruan

**** ******** ***. #*, ***** Hollywood, CA 91606 973-***-**** *******@*****.***

Professional Experience:

Offering twenty years of experience in the legal/administrative field during which I have worked in various areas of practices in law. Excellent organizational skills, considerable computer knowledge, administrative skills and loyalty.

Skills and Qualifications:

Exceptional organization, customer service skills, and keen attention to detail

Provides information and guidance regarding processes and procedures

Assist with project reports and make recommendations

Attend and participate in a variety of meetings to provide support

Perform data entry functions; maintains, inputs, corrects, and updates data, verify data for accuracy and completeness

Commitment (first person in, last person to leave mentality)

Professional demeanor

Detail-orientated, accurate, flexible, and reliable

Team player with the ability to work effectively in any environment

Ability to develop, execute, integrate, and create materials for meetings

Strong verbal and written communication skills

Perform other related job duties as required

Experience:

Aug. 2018 Vedder Price - Century City, CA

Present Records and Information Compliance Analyst

Responsible for records management and information compliance activities in the West Coast offices. Duties included, but not limited to: complete understanding of the Firms records management policies, processes, methodologies and systems. Understand policy and process destructions between legal representation records and Firm administrative records. Create new records in the Firm’s electronic Records Management System (RMS). Maintain all files located in the storage areas and case rooms. Update the RMS while performing daily tasks including but not limited to circulation of files, file creation, file name edits, processing files for offsite

storage, file audits and reports. Act as a liaison with all Firm staff and vendors. Strategize “Think Out of the Box” when evaluating possible solutions and using a different approach.

March 2015 Williams Lea Outsourcing @ Blank Rome and Shearman & Sterling - New York, NY

Aug. 2018 Records Supervisor / Lead

Responsible for coordinating all primary functions of the Records Department, including the management of historical documents and both physical and electronic files, file intake, file releases, destruction request, data entry within records databases (LegalKey, ARM, iManage), process request and document review for making determinations about documents. Support legal teams and all practice groups regarding collections, processing and review of documents. Follow records retention procedures and maintaining communication regarding the disposition of files. Overseeing the day-to-day operations

of the records functions, develop plans, ensure compliance with policies and procedures. Act as a liaison between attorneys and all stuff to ensure that comprehensive records Services are equitably, promptly and efficiently provided.

Jan. 2012

Dec. 2014

May 2002

Jan. 2012

July 2001

April 2002

FSO Outsourcing @ Clyde & Co US LLP - New York, NY Experience Records Manager

Responsible for the day-to-day operations of the records room; participated with other records and information staff in overseeing effective maintenance of records management systems including file creations, file retrievals, re-shelving files and or records, and indexing of documents; Database management and maintenance to ensure records are accurately documented and stored; Assist with orientation and training others on the appropriate records management processes and procedures as required by the client; Troubleshooting to identify

potential problems or to recommend better processes or methods to accomplish work in the specified timelines provided by the client; maintained ongoing communication with all departments regarding maintenance, creations, revising, reviewing, retrievals and archiving of records; Generated record management reports; and Performed photocopying, faxing and other duties as assigned

Proskauer Rose LLP - Newark, NJ Legal Records Supervisor

Duties included, but not limited to: Supervise Records staff, including training, quality control and maintaining client service and satisfaction; overseeing the day-to-day activities associated with active and inactive records management; Act as a liaison between attorneys, paralegals, secretaries, administration and others to ensure that comprehensive records services are equitably,

promptly and efficiently provided; Provided onsite/offsite client and firm files and electronic records; Set priorities, coordinate, organize and evaluate the departmental workflow; Monitor productivity, develop and implement procedures to optimize efficiency; Interact with all levels of

personnel both in local and in other Firm offices; Serve as mentor to assigned staff and assist in staff development and participated in their annual performance reviews; Reported directly to Partners and Office Administrator

Herrick, Feinstein LLP - Newark, NJ Administrative Assistant/Legal Records Clerk

Handling various administrative duties including phone reception, typing letters and memos, process check request, records filing, mail and fax distribution, photocopying,

computer entry and support to other administrative staff and employee.

Computer Knowledge:

●Microsoft Word; Excel; PowerPoint; Outlook

●FileSite

●LegalKey / FileSurf / Accutrac / ARM / iManage

●Intapp Time

●Carpe Diem

Education:

Professional Career Development - San Diego, CA Paralegal Studies

Certificate Diploma - 1997 GPA: 4.0

Contact this candidate