Manager, Records Management

Reporting to the Associate General Counsel, the Manager, Records Management will be responsible for the operation of the Toronto Office's records management program including both physical and electronic records. The Manager, Records Management will lead and implement a records management strategy designed to meet the Firm's business goals and objectives, drive the continuous development of RIM practices, and ensure compliance with records management policies, procedures, and programs.

Principal Duties & Responsibilities:

Business Functions:

• Providing leadership, planning, and overall management of the Toronto office records management program
• Managing the firm's paper and electronic records (from capture to retention and disposition)
• Improve the firm's information security and data privacy through the development and implementation of a data governance program and associated policies and procedures
• Working with the General Counsel's Office and Legal Practice Areas to develop and update file plans and retention schedules for legal and business service departments
• Leading the initiative to digitize and reduce the amount of paper records going to offsite storage
• Managing all client and legal requirements for records management including litigation holds, destruction requests, and file transfers
• Documenting and tracking the regular review of the firm's records management policies, procedures, training material, and documentation
• Managing day-to-day activities and liaising with the records staff in other offices to develop and ensure consistent standards for the RIM Program
• Being the subject matter expert on Records Management and providing input and insights on potential new technologies that will improve information management and data security
• Managing monthly invoicing for the firm's box storage vendor, tracking all cost and activity data, and preparing the annual records department budget
• Managing, coaching, and developing the Records Management Assistant (i.e., assigning and reviewing work and performance management)
• Performing other related duties and projects within the scope of the role

Information Governance:

• Working with Practice Groups Leads and Directors across all business services areas of the Firm to implement the information governance strategy for the management of data and electronic records
• Working with IT to ensure functional information systems within each department conform to the Firm's information governance policies
• Working with IT to develop and implement a compliance monitoring system to identify potential risks, and help with data loss prevention

Job Specifications:

Knowledge and Experience:

• A university degree in library and information science or college diploma in business, information management, or records management
• A minimum of 5 years' experience working in a records management role
• Two years' experience as a manager or people leader is an asset
• Certified Records Manager (CRM) designation an asset
• Experience within a law firm or professional services industry is preferred
• Knowledge of file plans, records classification; experience working with retention and disposition schedules
• Experience working with offsite box storage vendors (records retrieval, destruction, etc.)
• Excellent project management skills, and overseeing long-term initiatives through to completion
• Experience with communicating and delivering on project goals
• Experience with ERMS, DMS, database management
• Experience with iManage, iManage Records Manager, or FileTrail is an asset
• Knowledge of relevant legislation (Limitations Act, Income Tax Act) is an asset
• Experience with Microsoft Purview is an asset
• Experience with training in a professional setting is an asset

Skills and Abilities:

• Strong analytical skills to interpret complex data, perceive and analyze problems, and make sound judgments
• Advanced time management and organizational skills with the ability to multi-task detail-oriented assignments within tight deadlines
• Able to work proactively, independently and within a team
• Excellent communication, interpersonal, and customer service skills
• Proven leadership skills in developing a strong team that delivers on goals
• Advanced negotiation and influencing and skills to build consensus amongst diverse stakeholders
• Strong teamwork skills to foster ongoing collaboration with peers and professionals across departments and offices
• Proficient with MSOffice, records management software and database applications
• Ability to maintain absolute confidentiality of information

Please Note: Our firm has a COVID-19 Vaccination Policy which requires all firm members to be fully vaccinated with a Health Canada approved COVID-19 vaccine. You will not be asked to disclose your vaccination status during the interview process. If you are offered employment, you will find a vaccination clause in your offer of employment providing that prior to commencing any employment with the Firm, you must be fully vaccinated for COVID-19 and provide proof of a Health Canada approved COVID-19 vaccination. The Firm will make reasonable accommodation efforts if you cannot be vaccinated due to medical, religious, or other grounds to the extent protected by applicable human rights legislation.

Stikeman Elliott is committed to accommodating people with disabilities as part of our hiring process. If you have special requirements, please advise Human Resources during the recruitment process.