Information Governance/Records Metadata Specialist

Osler - Toronto, ON (30+ days ago)

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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 over 400 lawyers are based in offices in Toronto, Montréal, Ottawa, Calgary, Vancouver 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 begin a career or carve out a new path.

Osler is currently recruiting for a full-time Information Governance/Records Metadata Specialist to join Osler’s Conflicts, Records & Risk Management department in the Toronto office. The Information Governance/Records Metadata Specialist will assist Firm members in the management of physical and electronic client matter information in the form of documents, records, and files in accordance with the Firm’s information governance policies and procedures.

Major Responsibilities and Duties:
Assist with the retention and disposition of client and Firm business records, both physical and electronic
Assist with data cleanup. Review and update records and record metadata; quality check records and perform database searches; ensure database information is complete and properly identified
Assist with client data/matter transfers for incoming and departing legal professionals in accordance with letters of direction, liaise with Finance, Technology, administrators and other offices (electronic and physical records)
Provide guidance to Firm members in activities related to scanning, email management and electronic filing to reduce dependence on paper and reduce paper storage. Work with lawyers and/or assistants to ensure the electronic matter files are properly maintained within DMS
Analysis of client materials designated for offsite storage in accordance with Firm information governance policies. Work with lawyers and assistants to cull physical materials that exist electronically and are not required to be stored offsite
Will be interacting with legal practice areas, administrative departments and involves direct interactions with lawyers, senior legal staff and administrative managers in all offices
Assist with Special Projects and perform other related duties as assigned
Position Requirements

Education and Experience

University or College Diploma in Business Administration, Information Management, Information Science or Library Science or other related field plus two years relevant information governance/records management experience. An equivalent combination of education, training and experience may be acceptable. Professional Certification in records management is desired. Legal industry experience is an asset.

Knowledge and Skills

Proficiency in computer systems and software applications including Microsoft Office (Outlook, Word, Excel) as well as document management system, records management software, document imaging software
Knowledge of archival data storage, records preservation procedures, practices and techniques; Strong experience in records management, retention schedules, litigation holds, policy, storage and retrieval, best practices for records management systems
Strong experience with electronic records management, digitization of records and related information systems
Advanced research and problem solving skills with the ability to gather and analyze information, exercise sound judgement, resolve issues in a timely manner
Advanced time management and organizational skills with the ability to multi-task and prioritize conflicting demands in a high-volume and deadline-driven environment
Maintain a professional demeanor; be service oriented with ability to effectively interact with all levels of personnel. Responds promptly to requests for service and assistance; Meets commitments
Excellent verbal and written communication skills; Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions
Exceptional negotiation and teamwork skills to interact/collaborate with various groups; Work effectively and balance the responsibilities as a team member as well as independently
Ability to maintain absolute confidentiality of information
How To Apply

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is an equal opportunity employer, and we welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

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

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada’s leading law firms, please reply in confidence with a cover letter and résumé by the closing date to:

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