Knowledge & Records Management Officer - 1431

Job description

Role Title: Knowledge & Records Management Officer - 1431

Business: Legal & Compliance

New or Existing Role? New

Grade: GCB6

Role Purpose

· The job holder is responsible for providing Knowledge and Records Management services to the Global Legal Function. He/She will report to the Global Legal Knowledge & Records Manager. The job holder will be one of three Regional Knowledge & Records Management Officers, located in either London, Hong Kong or New York.

· The Legal Function is developing and implementing a new document management system (eShare) and a new know how system (Knowledge Hub), which the job holder will administer.

· The job holder will support lawyers and staff across Legal and work closely with colleagues who have Knowledge or Records Management responsibilities, e.g. eShare SMEs and Champions, as well as the eShare Production Support Team.

· An important part of the role for the Officers will be eShare administration, assisting with procedural and technical issues such as force checking in documents, restoring deleted documents and helping users locate lost documents.

· The job holder works closely with HSBC's central Knowledge & Records Management and IT.

Key Accountabilities

Impact on Business

· Work with the Global Legal Knowledge and Records Manager to deliver a Records Management function in their region that is compliant with regulatory, RIG, FIM, Risk and audit requirements as well as best practice.

· Assist the Global Legal Knowledge and Records Manager with the development of a Records Management Remediation Plan for every country within their region, if necessary, and help these countries implement the plan. Remedial action may be required for one or more of the following areas:

· The creation or updating of the Department Records Retention Schedule.

· Management of electronic records, including: Shared Drives, SharePoint and in-house systems.

· Management of physical records held onsite.

· Management of physical records held offsite.

· Legal Hold processes.

· Records held with third parties.

· The development or updating of local Records Management policies, procedures and guidelines.

Customers / Stakeholders

· Ensure positive relationships are maintained with relevant external parties.

· Develop relationships with other experts within HSBC.

· The Officers will be granted defined additional system privileges and rights to be able to perform administrative duties such as folder creation, amending access permissions, applying metadata, unlocking checked-out items and assist users locate missing items.

· Participate in the global RIG community of practice, acting as subject matter expert for Legal.

· Manage the required information and communication dissemination, collection and reporting in support of the Remediation Plan and ongoing Records Management function.

· Act as the liaison between the business and Production Support for issue resolution and use the ticketing system (RTC) to raise requests.

· Provide a point of contact for users to provide feedback on Legal eShare and suggestions for enhancements to the system.

Leadership & Teamwork

· Clearly communicate requirements and performance management expectations in relation to assigned areas of responsibility.

· Maintain and develop positive and professional working relationships within the Global Legal Function.

· Attend meetings with production support if necessary at the direction of the Global Legal Knowledge and Records Manager

Operational Effectiveness & Control

· Work with the Global Records Manager, departments and teams to devise and implement appropriate Records and Information Governance control and risk mitigation actions.

· Work with the Global Records Manager to monitor records and information governance risks and issues and ensure they are escalated to the CRAO or COO and RIG team.

· Monitor the effectiveness of DM system usage.

· Ensure document retention policies are applied.

· Identify RM application and training issues arising from internal audits, regulatory investigations points together with any issues raised by external auditors.

· Manage the resolution of any records and information governance issues for Legal including any required changes to global systems or procedures.

· Encourage a consistent, logical, contextual and simple approach in the use of Legal eShare across Legal departments.

· Ensure the global business or global function is taking a consistent and effective approach to Records and Information Governance across all countries within their region.

· Keep the Global Records Manager informed about any records and information governance risks or issues.

Major Challenges

· The HSBC Legal Function supports an extremely diverse business which is constantly changing both geographically and into new areas of business. Such change is in an increasingly regulated, litigious and complex global environment with many inconsistencies between laws and regulations in different jurisdictions. It is the role of the Knowledge and RM Officer to support all Legal staff across many different regulatory environments in Records Management FIM requirements and best practice as well as the use of a document management system.

Role Context

· The jobholder manages assigned areas of responsibility, establishing functional policies and procedures to manage document management. The diversity and breadth of the Legal Function, its geographic spread and the constant changes internally and externally means the volume, complexity and diversity of legal matters which the jobholder is required to manage and advise on, is large, increasing and technically complex.
· The role will require a detailed knowledge to be gained of the HSBC Group and its culture. It is essential that the jobholder develops and maintains a very good working relationship with and is trusted by Group Legal management but also has respect and cooperation from the Global Legal Function as a whole. He / She also needs to have close working relationships with comparable roles in other Global Functions, and especially Compliance, RM, and IT.

Role Dimensions

· Across the HSBC Group, there are lawyers and other Legal staff in 47 countries.

Management of Risk

· The jobholder needs to understand the policies and procedures in place for managing legal risk in accordance with HSBC's Global Standards Manual and Legal FIM and how these impact on the jobholder's key objectives.
· The jobholder will ensure the fair treatment of our customers is at the heart of everything we do, both personally and as an organisation.
· The jobholder will also continually reassess the operational risks associated with the role and inherent in the business, taking account of changing economic or market conditions, legal and regulatory requirements, operating procedures and practices, management restructurings, and the impact of new technology.
· This will be achieved by ensuring all actions take account of the likelihood of operational risk occurring.
· Also by addressing any areas of concern in conjunction with entity management and/or the appropriate department.
· Due to the number and global distribution of the Officers it will also be necessary for each of them to have access to all documents in all 48 countries where eShare is in use, not just within their own region. This is to enable them to support users in other regions where their Officer is absent. Any risks posed by this level of access are mitigated with extensive training and the audit log which records every event for every document stored in the system, including those carried out by an Officer. Eg if an Officer views a document, this is permanently recorded in the audit log

Observation of Internal Controls

· Maintain HSBC internal control standards, including timely implementation of internal and external audit points together with any issues raised by external regulators.

Desired profile

Qualifications :

Knowledge & Experience / Qualifications

·  Qualification in information governance, records management, and/or information science is desirable
·  Experience in Electronic and Document Records Management Systems (EDRMS) administration and support
·  Basic technical knowledge of knowledge, records and document management systems and their effective deployment
·  Knowledgeable of the Records Management International Standards (ISO 15489), local regulatory requirements for RM and other related Acts and best practice standards
·  An effective trainer and communicator
·  Strong oral and written communication skills
·  Ability to generate buy-in, support and adoption of RM policies and best practice as well as the use of all knowledge systems
·  Experience of prioritising competing stakeholders and interests.

We are an equal opportunity employer and are committed to creating a diverse environment.