Records Clerk

Key Responsibilities: Support an ongoing records clean-up project involving a defined volume of legal records requiring review and processing. Evaluate files by client and matter number to determine appropriate retention, storage, or disposal. Research, index, organize, and prepare records for transfer to offsite storage. Review unindexed materials and coordinate with the Firm Records team to determine whether records should be retained or destroyed. Prioritize already indexed materials for processing and storage while leveraging internal Firm resources as needed. Follow established internal records management procedures and document retention policies. Create new files and update or revise existing files in a timely manner. Perform accurate data entry within the records management database. Process and file incoming records under the appropriate client and matter. Label, move, organize, shelve, track, and retrieve physical and electronic files. Follow up on checked-out files and maintain accurate tracking of file movement. Process inactive and closed files in preparation for transfer to offsite storage. Coordinate with offsite storage vendors regarding file retrieval and storage. Participate in ongoing records management and clean-up projects. Research client and matter information using various firm databases. Coordinate and track records-related projects with internal departments, teams, and external vendors. Maintain productivity tracking logs for departmental activities and projects. Maintain the highest level of confidentiality when handling firm records and client information. Provide additional records-related support as needed.

Required Qualifications: 3–5+ years of records management experience. Previous records management experience within a law firm is required. Hands-on experience using LegalKEY is required. Experience with other records management systems alone will not meet this requirement. Ability to support a records clean-up initiative with minimal training and supervision. Strong understanding of legal records management, including: File organization and indexing Records retention and disposition Client and matter-based filing Offsite storage and retrieval Processing inactive and closed files Strong attention to detail and organizational skills. Ability to research and evaluate records independently and make appropriate retention or disposal determinations in coordination with the Records team. Strong written and verbal communication skills. Ability to maintain confidentiality and handle sensitive legal and client information.

Preferred Qualifications: Senior-level records experience within a law firm or legal environment. Extensive hands-on experience with LegalKEY.Experience supporting large-scale records clean-up, retention, or disposition projects. Experience coordinating records projects across multiple offices, departments, or external vendors. Proficiency with Microsoft Word, Excel, Outlook, and Adobe PDF.Experience with document and records management tools such as eDocs DM and Autonomy is a plus.