Records & Information Governance Analyst

Blake, Cassels & Graydon LLP; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

Blake, Cassels & Graydon LLP is seeking an Analyst for Records & Information Governance in Toronto. The role involves developing processes for managing client information, overseeing file transfers, and providing training on electronic records management. Candidates should have a Bachelor's degree and experience in information governance, ideally in a law firm environment.

Qualifications

• Bachelor's degree in a related field required.
• 3-5 years of experience in information governance or records management preferred.
• Certification in records management is preferred.

Responsibilities

• Lead development of processes and training for information governance.
• Oversee secure transfer of client files and manage electronic records.
• Provide training on electronic content management and document management.

Skills

Project Management

Problem Solving

Research

Communication

Teamwork

Time Management

Education

Bachelor’s degree in information management, library science, business administration or a related field

Master’s degree in a related field

Tools

Microsoft Office Suite

FileTrail

Job description

Analyst, Records & Information Governance

Blake, Cassels & Graydon LLP (Blakes), one of Canada’s largest and most successful law firms, has an immediate opening for an Analyst of Records and Information Governance, to join the General Counsel’s office in the Firm’s Toronto office.

Reporting to the Manager, Information Governance and Records, this position will be responsible for utilizing in-depth knowledge of established information governance and records management practices to lead the development of processes, work practices, training, controls, and technology improvements to effectively manage client matter information and records in electronic format in support of the Firm’s operational needs and information governance strategy.

Primary responsibilities include but are not limited to:

• Support the Manager, Information Governance and the Director, Information Governance with important organizational changes related to information governance (including projects related to artificial intelligence technologies and projects that support the migration of data to approved repositories). This will involve project management and liaising with internal stakeholders across the Firm.
• Oversee the secure transfer of client matter files, both physical and electronic, and continue to evolve the Firm’s file transfer and related lawyer offboarding processes to ensure efficiency and compliance.
• Monitor, manage and support Firm members in the management of electronic client matter files in the Firm’s document management system, in accordance with its information governance policies.
• Provide training and guidance to support electronic content management, including on the use of approved knowledge repositories, scanning, email management and electronic filing.
• Review and approve requests for new non-client workspaces and Network Shared Drive folders in accordance with established criteria and guidelines.
• Coordinate the responsible disposition of client matter and Firm records, including operationalizing a program for the secure and compliant disposal of electronic records.
• Oversee data cleanup in records management systems, including by quality checking records and performing searches; and ensuring information is complete and properly identified.
• Support the litigation hold process, which includes identifying and tracking records and coordinating with other departments.
• Leverage technical skills to help develop process solutions using a wide variety of software solutions, including the Microsoft 365 suite of tools (e.g., implementing a tool that will identify personal information).
• Stay current on industry trends, technologies and best practices related to records management and information governance. Identify opportunities, recommend improvements and help implement new technologies from information governance and records perspectives.
• Perform other related duties as assigned.

Qualifications

Education/Experience:

• Bachelor’s degree in information management, library science, business administration or a related field.
• Master’s degree in a related field is required.
• At least three to five years of work experience in information governance, records management, library science, information science or another related field, preferably in a law firm, financial institution or another large, complex organization.
• Certification in records management (obtained or in progress) is preferred.

Skills/Abilities:

• Strong understanding of information and record retention and disposition policies and procedures, practices and techniques, including regarding transfers and legal holds.
• Familiarity with laws and industry practices related to information management, including data privacy laws.
• Understanding of the legal requirement for and legal context governing records-related processes and procedures, including document management, file transfers and information governance practices within a law firm or legal environment (asset).
• Experience with best practices for the digitization of records, electronic records management and the use of information management systems such as FileTrail.
• Advanced research, investigative and problem-solving skills.
• Ability to think strategically, gather and analyze information, and exercise sound judgement to resolve issues in a timely manner.
• Strong project management skills and demonstrated initiative to own projects, continuously improve processes and provide high-quality, thorough services to a wide variety of stakeholders.
• Time management and organizational skills and the ability to adapt to changing priorities in a fast-paced, deadline-driven environment.
• Strong professionalism and service-oriented attitude.
• Excellent written and verbal communication skills.
• Exceptional teamwork skills and the ability to work well with diverse stakeholders.
• Proficiency in computer systems and software applications including the Microsoft Office Suite.

How to Apply

Please submit your application, along with a cover letter and résumé, via our application portal.

Blakes wishes to thank all applicants for their interest. However, only those candidates selected for an interview will be contacted.

Who We Are

At Blakes, we care about our people. We are committed to providing exceptional experiences for our clients and employees. As a winner of Canada’s Top 100 Employers, Canada’s Best Diversity Employers and Greater Toronto’s Top Employers awards, we understand the importance of fostering an inclusive workplace environment that brings out the best in each person. Our success as a firm starts with hiring top talent, retaining our people and helping them thrive.

Blakes welcomes applications from all qualified applicants. The Firm is committed to maintaining an inclusive work environment composed of people with diverse perspectives, backgrounds, identities and cultures.

The Firm provides accommodation for applicants with disabilities and in respect of other protected grounds during the recruitment process in accordance with applicable laws. Please contact us to request accommodation.