Electronic Records Specialist

Job details

Location: Singapore
Job Type: Permanent
Reference: IT/ERS/YT/22022019/CH
Posted: about 2 years ago
Consultant: Yvonne Tang
Consultant Email: email Yvonne
Consultant Phone:

Job description

To utilise in-depth knowledge of established records management theory to lead the development of processes, work practices, procedures, training, controls and technology improvements to facilitate utilisation and the effective management of electronic records in support of the Firm’s operational needs and Records Management strategy.

Duties and Responsibilities:

  • Report to Assistant Records Manager, Asia Pacific
  • Assist the Office of General Counsel with the document hold/preservation orders and collection processes. Work with applicable lawyers and staff on the identification and collection of potentially responsive email and electronic documents.  Utilize search and collection tools to facilitate identification and collection of responsive documents
  • Process electronic records received in conjunction with the on boarding of new lawyers or the transfer of matters to the Firm
  • Administer process for the collection, review and release of electronic records necessary to comply with file releases associated with client requests. Expected to offer suggestions for process improvement, as appropriate
  • Work with practice groups and Firm administrative departments on guidance for electronic records management and compliance with the Firm's Records Management Policy
  • Provide support and guidance on the classification of electronic records according to the Firm's records classification scheme, includes the development of folder structures, tazonomies, metadata standards, procedures, and content for training programs
  • Lead efforts to organize and classify unstructured data
  • Execute process for electronic records disposition including email and litigation support data in response to court-ordered document destruction or implementation of Firm retention policies. Maintain procedures to facilitate the orderly disposition of records
  • Lead the development of a quality control program to measure the accuracy of record classification. Oversee the quality review of records stored in the Firm’s document management system. Facilitate reclassification of incorrectly profiled records
  • Identify electronic record management risks and lead the development of action plans to mitigate identified risks
  • Provide support and guidance for electronic records migrated from shared drives or other electronic records storage areas to archival storage
  • Act as a liaison between lawyers and IT regarding issues of electronic records organization, access, retention and disposition
  • Assist in the development of a Firm-wide scanning strategy. Expected to research document scanning best practices and to recommend technology and workflow improvements
  • Lead the development of protocols and methodologies for electronic records storage and disposition
  • Assist with developing long-term plans for maintenance and archival storage of electronic records
  • Collaborate with IT to define and address the incorporation of records management requirements into information management systems design and other technology changes, including the development of migration strategies that ensure the integrity of electronic records and related metadata for the required retention
  • Collaborate with IT Security to develop security procedures in accordance with leading practices and Firm requirements
  • 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
  • Other Ad-hoc duties as assigned


  • At least four years of records management or IT experience, preferably in a professional services firm
  • Prior experience extracting and exporting data from Symatic’s Enterprise Vault, Microsoft Exchange, and iManage
  • Experience with Symatic’s Discovery Accelerator or similar e-discovery tools
  • Experience with programming languages including XML and SQL
  • Advanced knowledge of Microsoft Outlook, including .PST creation and review
  • 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
  • Experience with content management systems such as Documentum, FileNet, Hummingbird, Open Text, or iManage
  • Working knowledge of Microsoft Windows operating system and basic network functions
  • Direct experience working with various forms of storage media
  • Proven program/project management experience
  • Strong oral and written communication skills, including presentation skills (MS Visio, MS PowerPoint)

 EA License no.: 13C6338 I Reg no.: R1110355

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