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Records Management Specialist for a National Legal Firm

2 months ago

Minneapolis, Minnesota, United States Epiq Full time

Job Overview:


As a Records Management Specialist, you will be responsible for the creation, circulation, storage, tracking, transfer, and retention of records as outlined in EPIQ's service agreement with clients.

Key Responsibilities:

1. Facilitate the creation, circulation, storage, tracking, transfer, and retention of records in accordance with EPIQ's contractual obligations.

2. Provide support for various requests with a proactive and positive approach.

3. Maintain effective communication with client personnel and EPIQ team members regarding commitments, deadlines, and requests.

4. Ensure timely and accurate delivery of services, adhering to quality standards.

5. Follow EPIQ's operational standards as detailed in the contract, site operations manual, and employee handbook.

6. Uphold the established Standards of Service and best practices set by EPIQ.

7. Adhere to established protocols for the management of client records, including their creation, circulation, storage, tracking, transfer, and destruction.

8. Actively listen to clients to understand their inquiries and provide accurate information regarding available services.

9. Monitor the circulation of files using the Records Management System (RMS) database.

10. Prepare inactive files for offsite storage or digitization, including file culling as necessary.

11. Track inventory activities related to offsite storage vendors.

12. Register new files in the RMS for physical record storage.

13. Conduct regular inventory checks of onsite files, including exception reporting.

14. Assist clients in locating relevant information and managing file transfers.

15. Support retention activities by preparing file indexes and coordinating secure destruction as needed.

16. Aid in clean-up initiatives, including categorization and appropriate storage or disposal of content.

Qualifications:

- High School Diploma or equivalent (4 years of college preferred).

- Minimum of 2 years' experience in a professional office setting, specifically in a records or file management role.

- Familiarity with various Records Management Systems such as FileTrail, iManage Records Manager, or similar platforms.

- Knowledge of Document Management Systems like iManage Work or OpenTEXT DM is advantageous.

- Experience with imaging/scanning or electronic records management is preferred.

Skills:

- Strong interpersonal, verbal, and written communication skills.

- Detail-oriented with a focus on accuracy.

- Ability to manage multiple projects simultaneously with flexibility.

- Proficient in Microsoft products and online project management tools.

- Strong initiative and ability to work independently with minimal supervision.

- Capable of handling sensitive situations with patience and professionalism.


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