Information Governance

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to further your career or carve out a new path.

The Information Governance & Records Coordinator (IGRC) plays a vital role in supporting Osler’s Information Governance and Records Management Program. This role is responsible for assisting with the processing, organizing, and maintenance of records throughout their lifecycle, ensuring accurate and secure handling of information in compliance with the firm’s records retention policy. The IGRC also assists in records retrievals by providing support in retrieving from records management storage and delivering the records requested by Legal Professionals, Legal Assistants and Administrative Departments.

**Major Responsibilities and Duties**:

- Assist with policy implementation of information governance and records management policies and procedures
- Help ensure adherence to the firm’s policies regarding data protection and records management
- Review and update records and record metadata; quality check records and perform database searches; ensure database integrity; information is complete and properly identified
- Labeling of all records to facilitate easy retrieval and management
- Provide timely and accurate retrieval requests from Legal Professionals, Legal Assistance and Administrative Departments
- Request records from offsite storage using on-line ordering system
- Maintain our records management system to log and monitor requests and the status of the retrieved records
- Deliver all requested boxes/records to the requestor
- Ensure confidentiality and security when handling sensitive information
- Perform analysis of client materials designated for offsite storage in accordance with firms’ information governance policies to ensure compliance. Work with lawyers and assistants to cull physical materials that exist electronically and are not required to be stored offsite
- Confirming the storage facility receipt of the returned boxes and ensuring that their records are updated
- Updating the IGRC tracker of boxes returned to offsite storage
- Perform monthly audit of Department Cage, Corporate & Litigation Onsite Records to warrant ISO compliance
- Manage the Workrooms; book rooms, track, audit for compliance to Ethical Wall separation, communicate to Legal Assistances and Legal Professionals to ensure a balanced use of the room for all practices
- Perform weekly office walkarounds to confirm there are no client boxes and client files unsecured, ensuring ISO 27001 compliance
- Ensures adherence to Ethical Walls polices

**Position Requirements**:

- Education and Experience_

The position requires a College diploma in Business Administration or Records Management plus one-year relevant office experience in a customer service and/or research role. An equivalent combination of education, training and experience may be acceptable.
- Knowledge and Skills _
- Knowledge of archival data storage, records preservation procedures, practices, and techniques; experience in records management
- Data entry and filing skills with attention to detail
- Teamwork and customer service skills
- Excellent communication; Speaks clearly and persuasively; Listens and gets clarification; Responds well to questions. Writes clearly and informatively; Edits work for spelling and grammar; Strong presentation skills
- Advanced time management and organizational skills adaptable to changing priorities in a fast-paced, deadline-driven environment; works to meet department and Firm objectives; Adhere to company policies and procedures
- Ability to maintain absolute confidentiality of information, treats sensitive matters with discretion and diplomacy

For the safety of firm members and visitors, Osler is committed to complying with the recommendations of public health authorities, including with respect to adopting mandatory vaccination policies. Employment at Osler is therefore conditional on complying with any vaccination policies that Osler may adopt from time to time in response to the recommendations of public health authorities.

We are currently working in a hybrid work arrangement, with a requirement to work primarily in the office and flexibility to work remotely.

**Accessibility and Accommodation**

**Background and Reference Checks**

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and e