Records Specialist in Los Angeles, California at Panish Shea Ravipudi LLP

At Panish | Shea | Ravipudi LLP, we fight for people when it matters most – and we win. As one of the country’s premier plaintiff’s personal injury firms, we’ve secured some of the largest verdicts and settlements in U.S. history. Our records and the integrity of our document systems are central to that mission, and we’re looking for a detail-oriented Records Specialist to manage the full lifecycle of the Firm’s legal records.

You will be responsible for managing the Firm’s legal records throughout their full lifecycle — from creation and active use through archiving and authorized destruction. This role has a strong emphasis on electronic document management, digital workflows, and maintaining the integrity of the Firm’s electronic records systems. Your day-to-day responsibilities will include:

• Electronic File Management: Create, label, organize, and maintain electronic client files using the Firm’s document management system (DMS), ensuring consistent naming conventions, metadata tagging, folder hierarchies, and version control in accordance with Firm protocols and records management standards.

• Digital Document Workflows: Manage the intake, routing, and processing of electronic documents received via email, e-filing platforms, court portals, and client uploads; convert paper documents to digital format through scanning and OCR; and ensure all files are accurately indexed and stored electronically.

• Electronic Records Retrieval & Delivery: Locate and deliver requested electronic files or specific documents to attorneys and legal staff through the DMS or secure file-sharing tools in a timely manner; maintain organized bookmarks, hyperlinks, and cross-references within digital records systems.

• Database & DMS Management: Perform daily data entry and system maintenance to ensure the Firm’s record tracking system and DMS accurately reflect the current location, status, and disposition of all electronic and physical files; conduct routine audits of electronic file structures.

• Client Property and Evidence Management: Catalog, secure, and track all physical client property and evidence, ensuring accurate documentation of location and status is recorded in the Firm’s Litify database; digitize physical evidence documentation and photographs for electronic storage.

• Electronic Document/Property Return and Destruction: Coordinate with attorneys and legal staff to ensure that electronic client files are timely transferred to clients via secure portals or destroyed through certified digital shredding in accordance with client instructions, Firm policy, and legal requirements, with proper electronic documentation of disposition.

• Cloud Archiving and Off-Site Storage: Prepare inactive files for electronic archiving to cloud-based and off-site storage platforms; maintain detailed digital inventories and manifests; manage access permissions and retention schedules; coordinate logistics with third-party storage and cloud vendors.

• Physical File Maintenance: Create, label, and organize physical client files as needed, mirroring the electronic file structure; ensure physical records are cross-referenced and linked to their electronic counterparts in the DMS.

• Quality Control: Conduct periodic audits of electronic file systems, physical file rooms, and storage areas to confirm all files are properly organized, complete, deduplicated, and maintained with the integrity of each record preserved.

• Electronic Records Management Expertise: Demonstrated experience managing large volumes of electronic records within a document management system (DMS) such as iManage, NetDocuments, SharePoint, or similar platforms; deep familiarity with metadata, folder taxonomies, version control, and digital retention schedules.

• Technical Proficiency: Advanced proficiency with Microsoft Office 365 (including SharePoint and OneDrive), Adobe Acrobat Pro, OCR tools, and e-filing platforms; demonstrated ability to quickly learn and operate legal document and records management systems, including Litify and similar legal technology platforms.

• Digital Workflow Management: Ability to manage and optimize electronic document intake, routing, classification, and retrieval workflows; experience with secure file-sharing portals and client-facing document delivery platforms.

• Exceptional Attention to Detail: Ability to accurately distinguish among similar case names, matter numbers, and detailed legal records across both electronic and physical filing systems; meticulous in applying consistent naming conventions and metadata standards.

• Advanced Organizational Skills: Capacity to understand and apply complex, multi-layered filing systems (alphabetical, numerical, chronological, and hybrid systems) in both digital and physical environments.

• Confidentiality and Discretion: Demonstrated commitment to maintaining strict confidentiality and data security for electronic records, including compliance with the California (and other states’) Rules of Professional Conduct, attorney-client privilege, work-product obligations, and applicable data privacy regulations.

• Prioritization and Time Management: Ability to manage multiple urgent electronic and physical records requests from different personnel simultaneously while meeting Firm deadlines.

• Problem-Solving Skills: Strong analytical skills to troubleshoot electronic filing issues, manage and track files through system audits, and coordinate with the Firm’s IT department and records management vendors.

• Must be authorized to work in the United States

Physical Requirements:

• Lifting: Must be able to frequently lift and carry “bankers boxes” and file materials weighing up to 40–50 lbs.

• Mobility: Ability to stand, walk, bend, kneel, and reach overhead for extended periods while organizing file rooms, shelving units, or storage areas.

• Equipment Use: Ability to safely push, pull, and maneuver file carts and similar equipment throughout office spaces, including hallways and elevators.

We take pride in our work, our people, and our results. You’ll be part of a collaborative, driven team that is passionate about making a real difference for clients who need it most.

We offer:

Competitive hourly salary of $27.00 – $35.00/hr. ($56,160 – $72,800 per year) depending on experience

• Discretionary bonus eligibility

• Comprehensive benefits including medical, dental, and vision coverage

• 401(k) with employer match and profit sharing

• Disability insurance

• Paid parking

Panish | Shea | Ravipudi LLP is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.