Documents Management Specialist

23 hours ago

London, Ontario, Canada Dentons Canada Full time

Dentons Canada is a leading law firm with a global presence, renowned for delivering consistent results and uncompromising quality to clients across 80+ countries.

Job Overview

We are seeking an experienced Records Management (RM) Specialist to join our team. This role offers the opportunity to build your career while growing your skills and deepening your expertise in a fast-paced and challenging environment.

About the Role

As a Records Management Specialist, you will advise and assist with the organization, maintenance, retention, and disposal of physical and electronic records in accordance with Dentons' RM policies and procedures.

  • You will liaise with various departments and stakeholders to maintain Dentons' records retention policies and develop and control processes and procedures related to archiving, retention, and destruction.
  • You will develop and provide training to staff on records-related tasks and processes.
  • You will work collaboratively with members of the National RM team, located in any of Dentons' six Canadian offices.
Key Responsibilities

The Records Management Specialist will perform a wide variety of specialized duties relating to the organization and management of physical and electronic records, including:

  1. Overseeing national processes for file storage, retention, digitization, and destruction for both physical and electronic files.
  2. Providing advice and assistance to lawyers and legal assistants regarding culling physical documents that exist electronically, reducing duplication, and ensuring correct information is retained.
  3. Working with records staff and legal assistants in the cleanup and migration of physical files in preparation for office renovations and/or moves.
  4. Providing guidance and assistance relating to file transfers for lateral hires and departures.
  5. Developing best practices relating to file closing, retention, and destruction, and reviewing current workflow and processes for efficiencies.
  6. Developing RM training materials.
  7. Proactively managing and resolving any RM issues by answering inquiries from staff and legal assistants.
  8. Developing and maintaining strong relationships with RM vendors.
  9. Assisting the Director with managing RM-related costs and invoices.
  10. Collaborating with Office Services teams nationally to ensure that local office records objectives and requirements, including service levels, are being met.
  11. Monitoring firm-wide RM processes to ensure compliance with all regulatory requirements and industry best practices.
Qualifications

To be successful in this role, you will require:

  • A graduate degree in Information Science, Records Management, or equivalent.
  • Records Management experience in a law firm, professional services, or other legal or financial services organization.
  • ARMA or IG certification would be an asset.
  • Excellent verbal and written communication skills, and ability to provide clear instructions or advice and persuasively communicate processes and policies.
  • Ability to take ownership and responsibility, and work with minimal supervision.
  • Strong problem-solving and analytical skills.
  • Project management skills and experience with managing large data/information projects.
  • Ability to work well under pressure, prioritize tasks, and meet deadlines.
  • Strong attention to detail and accuracy.
  • Excellent technical skills and superior knowledge of Excel and document management systems.
About Our Benefits

At Dentons Canada, we offer a comprehensive total rewards package beyond a competitive salary, including extended benefits and mental health plans, paid time off, savings plans, fitness subsidy, parental leave top-up, and more.

Our benefits are flexible, aligned to our core values, and support the various needs of our people.

Additionally, our personal and professional development programs include people networks, mentorships, and leadership series programming to help people grow their careers.

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