Digital Records Assistant

Job Description

REQUIREMENTS

• Proven experience working with document management systems such as iManage or SharePoint in an administrative or records management capacity.
• Strong understanding of metadata creation, taxonomy development, archival processing, and archival standards.
• Demonstrated knowledge of compliance management principles related to records retention and information governance.
• Experience in digitization projects involving physical-to-digital conversion with attention to accuracy and quality assurance.
• Excellent organizational skills with the ability to manage multiple priorities efficiently in a fast-paced environment.
• Familiarity with content management systems (CMS) and archives management tools used for effective information storage and retrieval.
• Prior administrative experience supporting document filing, proofreading, data management, and records organization is highly desirable.
• Knowledge of information security practices related to digital records protection is a plus. 

RESPONSIBILITIES

• Manage digital document repositories using document management systems such as iManage and SharePoint, ensuring proper filing, indexing, and retrieval of records.
• Develop and maintain metadata schemas and taxonomy structures to facilitate efficient searchability and categorization of digital assets.
• Oversee archival processing in accordance with archival standards, ensuring proper preservation, classification, and storage of historical records.
• Implement compliance management protocols by monitoring adherence to information governance policies and regulatory requirements.
• Conduct proofreading and quality checks on digital files to ensure accuracy, consistency, and adherence to organizational standards.
• Support digitization initiatives by converting physical documents into secure digital formats while maintaining data integrity.
• Assist in content management system operations, including uploading, updating, and organizing digital content across platforms like SharePoint.
• Maintain detailed records of all document handling activities, including version control and access logs, to support audit readiness.
• Uphold information security protocols by managing access rights and safeguarding sensitive data throughout the record lifecycle.
• Collaborate with teams across departments to streamline filing processes, improve organizational workflows, and enhance overall information management.

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