Records Clerk

About the Role

We are seeking an experienced Records Clerk to support a records clean-up and management initiative within a corporate law firm environment. This individual will primarily support document and records services for the office.

The primary focus of this role will be records management, organization, retention, and disposition , with minimal scanning required. The ideal candidate will be able to independently evaluate, research, index, organize, and process legal records with minimal training.

Key Responsibilities

• Support an ongoing records clean-up project involving a defined volume of legal records requiring review and processing.
• Evaluate files by client and matter number to determine appropriate retention, storage, or disposal.
• Research, index, organize, and prepare records for transfer to offsite storage.
• Review unindexed materials and coordinate with the Firm Records team to determine whether records should be retained or destroyed.
• Prioritize already indexed materials for processing and storage while leveraging internal Firm resources as needed.
• Follow established internal records management procedures and document retention policies.
• Create new files and update or revise existing files in a timely manner.
• Perform accurate data entry within the records management database.
• Process and file incoming records under the appropriate client and matter.
• Label, move, organize, shelve, track, and retrieve physical and electronic files.
• Follow up on checked-out files and maintain accurate tracking of file movement.
• Process inactive and closed files in preparation for transfer to offsite storage.
• Coordinate with offsite storage vendors regarding file retrieval and storage.
• Participate in ongoing records management and clean-up projects.
• Research client and matter information using various firm databases.
• Coordinate and track records-related projects with internal departments, teams, and external vendors.
• Maintain productivity tracking logs for departmental activities and projects.
• Maintain the highest level of confidentiality when handling firm records and client information.
• Provide additional records-related support as needed.

Required Qualifications

• 3–5+ years of records management experience.
• Previous records management experience within a law firm is required.
• Hands-on experience using LegalKEY is required.
• Experience with other records management systems alone will not meet this requirement.
• Ability to support a records clean-up initiative with minimal training and supervision .
• Strong understanding of legal records management, including:
• File organization and indexing
• Records retention and disposition
• Client and matter-based filing
• Offsite storage and retrieval
• Processing inactive and closed files
• Strong attention to detail and organizational skills.
• Ability to research and evaluate records independently and make appropriate retention or disposal determinations in coordination with the Records team.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive legal and client information.

Preferred Qualifications

• Senior-level records experience within a law firm or legal environment.
• Extensive hands-on experience with LegalKEY .
• Experience supporting large-scale records clean-up, retention, or disposition projects.
• Experience coordinating records projects across multiple offices, departments, or external vendors.
• Proficiency with Microsoft Word, Excel, Outlook, and Adobe PDF.
• Experience with document and records management tools such as eDocs DM and Autonomy is a plus.