Electronic Records Specialist

at  OFFICE SECRETARIES PTE LTD

SKILLS & EXPERIENCE

• Demonstrated experience in document control and information management ideally from law firm IT or records management background
• A strong interest in technology, and experience with information management systems such as records management databases, litigation support systems and document management systems
• Knowledge of data storage, migration and data conversion techniques
• Knowledge of records preservation procedures, practices, and techniques
• Knowledge of document lifecycle management for both hardcopy and electronic documents
• Experience with content management systems such as Documentum, FileNet, Hummingbird, Open Text, iManage or NetDocuments
• Experience with records management software such as Filetrail
• Working knowledge of Microsoft Windows operating system and basic network functions
• Advanced working knowledge of Microsoft Suite Products such as Excel, Word, Powerpoint, Outlook and OneNote
• Strong IT sense and proven ability to master a wide range of applications
• Direct experience working with various forms of storage media
• Details oriented with proven planning and organisational skills to work under and manage competing priorities and meet deadlines
• Good interpersonal skills
  Please apply to find out more about this role or reach out to Constance Leung at constance@officesecretaries.com.sg for a confidential discussion.
  Note: We regret that only shortlisted candidates will be notified.
  Successful Referrals are rewarded – so share their details with us

• Assist the Office of General Counsel with the development of document controls and information management systems and records management requirements, including but not limited to assistance to setting up procedures, processes, templates and registers
• Work with practice groups and Firm administrative departments on guidance for electronic records management and compliance with the Firm’s Records Management policy; manage the access for relevant document management systems as per role requirements.
• Receive, record, distribute and file all documentation, principally incoming and outgoing documents and their associated forms of transmission. Make decisions on the appropriate document management system for different forms of electronic records.
• Maintain quality control of the recording of all document, ensuring that the practice groups and Firm administrative departments are working from the correct revision.
• Establish consistent electronic document directory, file structure and communications storage protocols as per approved Document Control standards for internal users and external parties
• Conduct orientation of the Firm’s records management policies and processes for new lawyers
• Develop periodic and ad hoc reports regarding the quality and progress of the electronic records management initiatives
• Lead the effort to research and assess leading practices and emerging technologies for electronic records management
• Identify, evaluate and recommend resources and tools