Records Management Clerk

2 weeks ago

Toronto, Canada Minden Gross Full time

We have an immediate opening for a Records Management Clerk with a minimum 1-2 years’ experience working within a professional services environment.

**Summary of Duties**:
The Records Management Clerk, reporting to the Records Management Supervisor, will assist the Firm with the management of physical and electronic client matter information in the form of documents, records, files, and physical evidence in accordance with the Firm’s information governance policies and procedures.

**Job Responsibilities and Accountabilities**:

- Assist with the organization, storage, retention, and disposition of client and Firm business records, both physical and electronic
- Provide expertise and guidance to Firm members regarding records and information management-related matters and assist in records compliance activities
- Review and update records and record metadata; quality check records and perform database searches; ensure database information is complete and properly identified
- Assist with and prepare client data/matter transfers for incoming and departing legal professionals in accordance with letters of direction, liaise with management in support of this process
- Work with Lawyers and Assistants to cull physical materials that exist electronically and are not required to be stored in physical form
- Assist Lawyers and Assistants to ensure physical matters and files are properly indexed when moving to offsite storage
- Assist Lawyers and Assistants to ensure the electronic matters and files are properly maintained within the Firm’s document management system (DMS)
- Participation in special projects may arise from time to time, including, but not limited to, assisting with cleanup and migration of physical files in preparation for office/workstation moves

**Qualifications**:

- University degree or college diploma in Information Management, Information Science, Library Science, or other related field, or commensurate experience
- Professional certification in Records Management is considered an asset
- 1-2 years of work experience within a legal or other professional services firm is an asset
- Proficient in Microsoft Office Suite (Word, Outlook, Excel), document management systems (DMS), records management software, document imaging software, knowledge of archival data storage, and records preservation procedures, practices and techniques
- Experience with records management, retention schedules, litigation holds, policy, storage, and retrieval and best practices for records management systems is preferred
- Ability to lift banker boxes weighing 20-25 lbs
- Solid research and problem solving skills with the ability to gather and analyze information, exercise sound judgement, and resolve issues in a timely manner
- Excellent verbal and written communication skills, with the ability to effectively interact with all levels of the Firm
- Work effectively and balance the responsibilities as a team member and independently

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