Litigation Team Records Officer

Job Title: Litigation Team Records Officer

Department: Litigation Department

Reports To: Head of Litigation (with dotted-line reporting to Partners of other Practice Groups)

Position Level: Legal Support / Administrative Officer

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I. Position Summary

The Litigation Team Records Officer plays a vital role in ensuring the systematic management, organization, and security of all litigation-related records of the firm. The position is responsible for maintaining the accuracy, completeness, and accessibility of case files, pleadings, evidence, and court communications. The officer supports the Litigation Head and other partners by overseeing records control, compliance with filing deadlines, and implementation of the firm's documentation policies, thereby enabling efficient case management and client service delivery.

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II. Key Responsibilities

A. Litigation Records Management

1. Develop, implement, and maintain a structured filing and records management system for all litigation matters—both physical and electronic.

2. Ensure that all case files, pleadings, orders, decisions, and supporting documents are properly categorized, labeled, and indexed.

3. Maintain an updated case monitoring database, including details on docket numbers, case status, deadlines, and hearing schedules.

4. Oversee the proper retention, archiving, and disposal of closed or inactive litigation files in accordance with firm policy.

5. Coordinate with the firm's IT and Administration units to ensure data security, document backup, and controlled access to confidential files.

B. Documentation and File Control

1. Receive, record, and distribute court notices, subpoenas, and official communications from clients or tribunals.

2. Log and track incoming and outgoing pleadings, motions, and legal correspondence to ensure timely filing and submission.

3. Prepare and scan case documents for upload to the firm's document management system or client portals.

4. Ensure that all litigation materials remain confidential and that access is limited to authorized personnel only.

C. Litigation Support

1. Provide administrative and documentary assistance to the Litigation Head, Associates, and Paralegals in case preparation and hearing support.

2. Prepare document inventories, evidence lists, and summaries for pre-trial, hearings, and conferences.

3. Monitor and remind the team of procedural deadlines, filing schedules, and compliance requirements.

4. Liaise with external counsels, process servers, court clerks, and government agencies regarding submissions and retrieval of case records.

D. Compliance and Quality Assurance

1. Ensure firm-wide compliance with recordkeeping protocols, confidentiality obligations, and Data Privacy regulations (RA

2. Support the Litigation Head in internal audits, file reviews, and reporting of case documentation status.

3. Recommend process improvements for efficient document tracking, retrieval, and workflow coordination.

E. Coordination and Communication

1. Work closely with the Litigation Head on all active case recordkeeping matters.

2. Maintain a dotted-line coordination with other Practice Group Partners for cross-departmental litigation files or shared client records.

3. Serve as the primary point of contact for litigation file inquiries, updates, and audit requests.

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III. Qualifications

• Education:

• Bachelor's degree in Legal Management, Political Science, Library and Information Science, or related course.

• Paralegal certification or experience in litigation support is preferred.

• Experience:

• Minimum of 2–3 years in a law firm or legal office handling litigation documentation or records management.

• Working knowledge of litigation procedures, pleadings, and judicial filing requirements.

• Skills and Knowledge:

• Excellent file organization and recordkeeping skills.

• Proficiency in MS Office, document management systems, and electronic filing tools.

• Strong attention to detail, accuracy, and confidentiality.

• Ability to multitask, manage deadlines, and coordinate with multiple teams.

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IV. Core Competencies

• Integrity and Discretion – Upholds strict confidentiality of client and case data.

• Organization and Accuracy – Ensures meticulous handling of documents and deadlines.

• Teamwork and Coordination – Works effectively with the Litigation Head, Partners, and support staff.

• Accountability and Initiative – Takes proactive steps in file management and case support.

• Communication and Dependability – Maintains clear, professional coordination with internal and external stakeholders.

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V. Working Conditions

• Based at the law firm's office; may occasionally coordinate with courts or regulatory bodies for document submissions.

• May require extended hours during filing deadlines or preparation for major hearings.