IG Records Specialist

About Us:

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.

Our Mission:

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

As an IG Records Specialist, your role is to assist in the effective management and organization of records within the organization. You will play a key part in maintaining accurate records, both physical and digital, and ensuring their proper storage, classification, and retrieval. Your responsibilities will include entering data into the records management system, categorizing records based on established guidelines, and supporting the team in routine audits to ensure data integrity. As a vital member of the records management department, you will collaborate with colleagues to fulfill record requests promptly and contribute to the implementation of records management policies and procedures. Your attention to detail and adherence to data protection and privacy regulations will be essential in safeguarding sensitive information and maintaining compliance. Your dedication to maintaining an organized and efficient records management system will support various departments in accessing crucial information, ultimately contributing to the smooth functioning of the organization. This role reports to the IGM Records Supervisor and the Senior IGM Manager.

Essential Job Responsibilities

• Provide records creation, circulation, storage, tracking, transfer, and retention services defined or outlined in the Opensity Solutions service agreement with the client

• Provide support for miscellaneous requests with a “can-do” attitude and philosophy

• Maintain a positive team-player mentality

• Accurately communicate with client staff and EPIQ team members regarding commitments, deadlines, challenges, requests, etc.

• Deliver on service commitments in a timely and accurate manner

• Invest proper effort and QC approach to deliver the highest quality work and service

• Comply with Opensity's standards of operations as set forth in the contract agreement, the site operations manual, and the employee handbook

• Expected to uphold the Standards of Service and best practices developed by Opensity

• Follow established guidelines and procedures for creating, circulating, storing, tracking, transferring, and destroying client records

• Monitor and listen to clients to understand inquiries and requests in order to provide accurate information about the facilities and services with prompt assistance

• Tracking the circulation of files to and from client staff in Records Management System (RMS) database

• Preparing inactive files for off-site storage or digitization, performing file culling activities as instructed

• Tracking the activity of inventory sent and retrieved from off-site storage vendors

• Registration of new files in RMS to store physical records as instructed

• Perform regular inventory of files stored onsite in client facilities, including exception reporting

• Assist client staff with identifying the existence and/or location of relevant information

• Assist the client with file transfer activities, obtaining relevant files, preparing file indexes, staging for review, and preparing for shipment as instructed

• Assist client with retention activities, including obtaining relevant files, preparing file indexes, staging for review, and preparing for shipment or secure destruction as instructed

• Assist client with clean-up activities, including triage, categorization, and appropriate storage or disposition of content

Qualifications & Requirements

• High School Diploma or equivalent

• Possess a minimum of 2 years’ experience in a professional office environment ideally working in a file or records clerk capacity

• Familiarity with FileTrail, iManage Records Manager, Autonomy Records Manager (FileSurf), LegalKey, and/or similar Records Management Systems

• Familiarity with imaging/scanning or electronic records management preferred

• Be personable, articulate, knowledgeable, and professional in presenting oneself

• Excellent communication (verbal and written) and organizational skills

• Detail-oriented and exceptionally attentive to accuracy

• Ability to lift or move 40 lbs. or greater

• Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.

• Ability to walk, bend, kneel, stand or sit for an extended period of time

The Compensation range for this role is up to 22.00 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

All eligible employees receive access to a comprehensive benefits package, including:

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

#INDHP

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients.

Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation.

We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation.

Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.