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Job Description:

Records Associate

Position Overview

Opensity Solutions is seeking a detail-oriented, client-focused Records professional to support records and information governance operations for an AmLaw 100 client in Milwaukee. This role is responsible for the lifecycle management of physical records, including creation, classification, circulation, storage, digitization, and disposition, in accordance with the Firm’s retention policies and IG best practices.

Core Responsibilities:

• Communicate effectively with attorneys, legal assistants, and administrative staff regarding records requests, timelines, and policies
• Maintain accurate records within the firm’s Records Management System (RMS), including file creation, indexing, tracking, and status updates
• Coordinate the circulation, retrieval, and return of physical and electronic records, ensuring chain-of-custody and timely delivery
• Support Records-related activities for office moves, consolidations, and renovations
• Conduct first-level review and categorization of records (physical and electronic) to support retention, transfer, digitization, and disposition decisions
• Manage sensitive physical assets, including IP originals and document vault materials, in accordance with firm protocols
• Prepare files for offsite storage, transfer, or scanning, including file culling, labeling, and inventory validation
• Perform inventory audits of physical onsite records, reconciling discrepancies and updating RMS data accordingly
• Coordinate secure shredding services and maintain destruction logs
• Support the Firm’s IG policy around file transfer activities, including compiling inventories, staging records for attorney/client review, and preparing shipments
• Conduct quality control reviews of digitized document sets ensuring quality and consistency  
• Ensure compliance with firm retention policies, legal holds, and IG protocols

Qualifications & Requirements

• High School Diploma or GED required; Associate’s or Bachelor’s degree preferred
• 1–2 years of records, file room, or scanning/imaging experience (law firm preferred)

Technical Skills

• Experience with Microsoft Office Suite required, specifically Microsoft Excel
• Experience with legal Records Management Systems preferred, but not required such as:
  • FileTrail
  • iManage Records Manager
  • OpenText / FileSurf
  • LegalKey
  • NetDocuments
  • iCompli or similar RMS platforms

Core Competencies

• Strong written and verbal communication skills (client-facing environment)
• High attention to detail and data accuracy
• Ability to manage multiple priorities in a deadline-driven environment
• Solid organizational and problem-solving skills
• Understanding of records lifecycle management and retention principles preferred

Physical Requirements

• Ability to lift and move materials up to 40 lbs
• Ability to transport files using carts (up to 75 lbs capacity)
• Ability to stand, walk, bend, or sit for extended periods

Compensation

The compensation range for this role is $19.00 – $21.00 per hour, depending on experience, qualifications, and role level.

This position is part of the Opensity Solutions team.  For Information on Opensity’s benefits please visit opensitybenefits.com.

Opensity is a technology‑enabled managed services organization that helps leading law firms and professional services organizations modernize how their operations run. We bring together talented people, innovative technology, and integrated services to create scalable, efficient environments where teams can do their best work and grow their careers.

It is Opensity’s policy to comply with all applicable equal employment opportunity laws by making all employment decisions without unlawful regard or consideration of any individual’s race, religion, ethnicity, color, sex, sexual orientation, gender identity or expressions, transgender status, sexual and other reproductive health decisions, marital status, age, national origin, genetic information, ancestry, citizenship, physical or mental disability, veteran or family status or any other basis protected by applicable national, federal, state, provincial or local law. Opensity’s policy prohibits unlawful discrimination based on any of these impermissible bases, as well as any bases or grounds protected by applicable law in each jurisdiction. In addition, Opensity will take affirmative action for minorities, women, covered veterans and individuals with disabilities. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. Opensity is pleased to provide such assistance and no applicant will be penalized as a result of such a request. Pursuant to relevant law, where applicable, Opensity will consider for employment qualified applicants with arrest and conviction records.