Information Governance Analyst
Toronto, ON
45d ago

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The HR Team at McMillan

McMillan souhaite vous informer qu’une mise à niveau du babillard d’emploisPossibilités de carrière est prévue pour le 25 juillet 2017 à 00 h 01 (heure de l’Est).

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L’équipe des RH de McMillan

McMillan is one of Canada’s leading business law firms. We deliver the legal expertise and guidance that our clients need to advance their business and take the lead.

McMillan prides itself on its dynamic, positive and team- oriented culture. We offer an environment that nurtures mentoring, inspires enthusiasm and motivates employees to put forth their best efforts in achieving firm goals.


The Information Governance Analyst performs the following : management throughout all phases of the records and information lifecycle, including creation, updating, indexing, closing, storing, checking-

in and checking-out all client files, case room maintenance and all other information management tasks, projects and duties as assigned.

Policy and procedure development and user compliance assessments. Firm wide training on Records and IG best practices.

Essential Functions and Responsibilities :

  • Data entry, preparation, and filing of corporate information. File organization duties include detailed and interdependent assembly, indexing, and quality assurance tasks.
  • Specialized data entry and file maintenance duties, which includes a wide range of unique document types and required filing activities.
  • Scanning in and re-shelving of information in accordance with established processes and organizational requirements.
  • Maintenance of physical files to ensure good condition and proper location.
  • Information retrieval, including real-time maintenance of circulation data.
  • Floor assistance as requested; organizing client information and data for projects throughout the office, including those being processed for off-site storage.
  • Inventory, disposition and related support of case room management as assigned.
  • Manage incoming and outgoing attorney files, including scheduling, preparation, data entry, and reconciliation of inventory.
  • Establish client service relationships and collaboration with personnel from both the Legal and Business Operations lines of business.
  • Understand all aspects of the Firm’s Records and Information Management Policy and be able to articulate relative obligations to Firm stakeholders.
  • Assist with legal hold requirements. This includes supporting the identification, collection, and production of potentially responsive information as directed.
  • Produce report of eligible records for destruction, verify listings, produce vendor destruction listings, up-date system, and reconcile the records management inventory
  • Create and maintain training and procedures documentation
  • Provide training to Records Management system users and personnel responsible for records in each department
  • Update and maintain the Records Management procedures and instructions
  • Maintain Records Management system, i.e. configuring user / access, performing record tracking, general updates, editing, inventory auditing
  • Validate invoices with vendor contracts and up-date performance management spreadsheets with vendor spend.
  • Consolidate and verify historical legacy data to ensure consistency and compatibility with system entries.
  • Update project statuses on project management tracking chart as required. Research, develop and maintain firm retention schedules ensuring compliance with provincial nd federal legislation and regulations.
  • Provides support and direction for Records Clerk / Records Assistant on assigned projects
  • Conduct information audits as needed (ie, retrievals or system entry accuracy)
  • Back-up for the Records Clerk / Records Assistant’s role
  • New enterprise system testing to ensure records management requirements are met.
  • Other duties as required
  • Nonessential Functions and Responsibilities :

  • Participation in records audits and cleanup projects.
  • Compile accurate and complete system generated reports based on requested criteria.
  • Proactively provide support to team member projects nationally and duties where needed.
  • Serve as an effective internal educator and representative of the Records and Information Governance program
  • Qualifications Required :

  • High School or equivalent work experience
  • Strong technical skills relevant to records management and document management systems (RMS / DMS), including application of proper naming conventions;
  • coding and classification of metadata; and proper use of bar code technology and hardware, and web-based vendor service applications

  • Excellent verbal and written communication skills
  • Ability to establish working relationships throughout all legal and operational groups using demonstrated skills such as analysis, organizational ability, decision-
  • making, problem-solving, and teamwork

  • Willingness to maintain continuing education and training specific to professional skills development commensurate with records and information management industry and responsibilities of position
  • Projection a professional image and maintain a collegial approach with their colleagues as part of their work ethic
  • Ability to work effectively under pressure
  • Previous experience in a legal work environment and college degree is considered an asset
  • McMillan is committed to providing accommodation for applicants with disabilities in its recruitment processes. If you require accommodation at any time during the recruitment process, please email us or contact us at 1.

    888.622.4624 to submit your accommodation request.

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