Records & Information Specialist Job

Job Summary:
We're seeking a detail-oriented Records & Information Specialist to support the Corporate Records team in reviewing, preparing, digitizing, and classifying hardcopy documents for the organization's Records Management System. Working under the supervision of the Digital Warehouse and Law department, this role plays a key part in building a digital archive of legal case records, requiring familiarity with litigation documentation.
Key Responsibilities:
• Review hardcopy documents to determine eligibility as official records
• Classify and name records accurately per established naming conventions and filing guidelines
• Prepare documents for scanning — organizing, de-stapling, and ensuring scan-ready condition
• Perform electronic scanning of records using standard imaging equipment; verify image quality
• Upload scanned documents into the Records Management System with correct metadata
• Track and maintain document organization throughout preparation, scanning, and uploading
• Conduct basic quality control checks to ensure accuracy and completeness of digitized records
• Apply understanding of business area functions (Finance, Payroll, Law, Engineering, Utility-specific roles)
• Associate documents with Record Series Titles, retention periods, regulations, and RM File Numbers per the Records Retention Schedule
• Capture metadata to support records compliance
• Maintain confidentiality across HIPAA, PII, and other sensitive business matters
• Improve record searchability by understanding evolving business area needs
Required Skills & Certifications:
• Bachelor's degree in a related field (preferred)
• 3+ years' experience in Legal Records or Information Management
• Strong attention to detail and accuracy
• Ability to follow established procedures and naming conventions
• Basic computer proficiency with digital files and databases
• Strong organizational skills with the ability to manage repetitive tasks and meet deadlines
• Prior experience with scanning, records management principles, and content management approaches
• Demonstrated experience with modern electronic filing and content management systems
• Ability to manage a project end-to-end, collaborating with end users to meet quality standards
• Ability to lift up to 40 lbs
Preferred Skills & Certifications:
• Experience or knowledge of Content Server, SharePoint, or other Content Management systems