Records Retention Specialist

Arthur J. Gallagher & Co. (AJG); Rolling Meadows (IL); On-site; USD 70,000 - 110,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits

Career development opportunities

Collaborative culture

Global reach with local impact

Job summary

Gallagher is seeking a Records Management professional to ensure efficient lifecycle handling of corporate records across the organization. You will develop retention schedules, analyze records, monitor compliance, and support audits.

You'll work with legal, compliance, and IT teams. This role emphasizes training staff, securely archiving or disposing records, and maintaining accurate retention documentation.

Qualifications

• Bachelor’s degree in information management, library science, business administration, or a related field.
• 5 years experience in records management, data management, or a related field.
• Strong analytical and organizational skills, with attention to detail.
• Knowledge of records retention laws and regulations (GDPR, HIPAA, or other relevant standards).

Responsibilities

• Retention Policy Development: Assist in the development and implementation of records retention policies and schedules that comply with legal and regulatory requirements.
• Records Analysis: Analyze records to determine their value and appropriate retention periods, ensuring alignment with organizational needs and compliance standards.
• Compliance Monitoring: Monitor and ensure compliance with records retention policies and procedures across the organization.
• Data Management: Maintain accurate records of retention schedules and ensure that records are archived or disposed of in a timely and secure manner.
• Audit Support: Support internal and external audits by providing necessary documentation and information related to records retention.
• Training and Guidance: Provide training and guidance to staff on records retention policies and best practices.
• Collaboration: Work closely with legal, compliance, and IT departments to ensure records retention practices support organizational goals and legal requirements.
• Reporting: Prepare reports on records retention activities, compliance status, cost savings, disposition reports, and areas for improvement.

Skills

Analytical skills

Organizational skills

Attention to detail

Records management software

Education

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

Tools

Records management software

Data governance tools

Job description

Introduction

Welcome to Gallagher - a global community of people who bring bold ideas, deep expertise, and a shared commitment to doing what’s right. We help clients navigate complexity with confidence by empowering businesses, communities, and individuals to thrive. At Gallagher, you’ll find more than a job; you’ll find a culture built on trust, driven by collaboration, and sustained by the belief that we’re better together. Whether you join us in a client-facing role or as part of our brokerage division, our benefits and HR consulting division, or our corporate team, you’ll have the opportunity to grow your career, make an impact, and be part of something bigger. Experience a workplace where you’re encouraged to be yourself, supported to succeed, and inspired to keep learning. That’s what it means to live The Gallagher Way.

Overview

This role is essential for ensuring that an organization's records are managed effectively throughout their lifecycle, supporting compliance and operational efficiency.

How you'll make an impact

• Retention Policy Development: Assist in the development and implementation of records retention policies and schedules that comply with legal and regulatory requirements.
• Records Analysis: Analyze records to determine their value and appropriate retention periods, ensuring alignment with organizational needs and compliance standards.
• Compliance Monitoring: Monitor and ensure compliance with records retention policies and procedures across the organization.
• Data Management: Maintain accurate records of retention schedules and ensure that records are archived or disposed of in a timely and secure manner.
• Audit Support: Support internal and external audits by providing necessary documentation and information related to records retention.
• Training and Guidance: Provide training and guidance to staff on records retention policies and best practices.
• Collaboration: Work closely with legal, compliance, and IT departments to ensure records retention practices support organizational goals and legal requirements.
• Reporting: Prepare reports on records retention activities, compliance status, cost savings, disposition reports, and areas for improvement.

About You

Required

• Education: Bachelor’s degree in information management, library science, business administration, or a related field.
• Experience: 5 years experience in records management, data management, or a related field is preferred.
• Skills: Strong analytical and organizational skills, with attention to detail. Proficiency in records management software and tools.
• Knowledge: Understanding of records retention laws and regulations, such as GDPR, HIPAA, or other relevant standards.

Preferred

• Certifications: Certifications such as Certified Records Manager (CRM) or Information Governance Professional (IGP) are beneficial.
• Strong communication and interpersonal skills.
• Ability to work independently and collaboratively within a team.
• High ethical standards and a commitment to maintaining confidentiality.
• Problem-solving skills and the ability to adapt to changing regulatory environments.
• Working knowledge of Iron Mountain Connect is a plus.
• Attentive to detail, excellent verbal communication, follows instructions well, ability to work under pressure and as part of a team, as well as to be adaptable and flexible.

Compensation and benefits

At Gallagher, we believe supporting our colleagues goes far beyond the role itself. For more information, visit our Benefits page.

• Competitive compensation
• Comprehensive benefits programs designed to support your well-being
• Career development opportunities and ongoing learning
• A collaborative, people-first culture with accessible leadership
• The opportunity to do meaningful work with global reach and local impact

At Gallagher, we are dedicated to building an inclusive and authentic workplace. If your past experience doesn’t align perfectly, we encourage you to join our Talent Community to stay connected to additional career opportunities. At times, we will consider transferable skills from previous roles.

Gallagher is an affirmative action/equal opportunity employer (Minorities/Females/Veterans/Disabled)