Field Representative I, RIM Records

Ricoh Americas Holdings•Atlanta, GA

2d•Onsite

About The Position

Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, pursuant to the firm's records management procedures and guidance, this role oversees and coordinates daily tasks, workflow, and special projects within the Records Management Department. This includes the creation, tracking, monitoring, labeling, delivery, closure, and storage of active and/or inactive client or firm files. The position involves file maintenance, including filing and indexing records, and interfaces with supervisors, co-workers, and other staff members for information exchange, with most contact being internal to the organization.

Requirements

RIM, EDRM, ESI industry best practices.
Organizational/RIM security requirements, policies, and procedures.
Personal computer skills.
Familiarity with MS tools.
Experience working in a legal environment.
Experience working with databases and generating reports.
RIM program policies and procedures.
Organizational requirements regarding records security, classification, and access.
Ability to take direction and perform tasks accordingly.
Build effective and lasting relationships.
Collect metrics and communicate project status.
Understand agreements with vendors and service providers; establish good working relationships with vendors and firm employees.
Communicate appropriately verbally and in writing.
Excellent customer service skills.
Team work and sense of urgency as required.
Seek feedback from others and opportunities to learn new skills.
Exercise good judgment by making sound and well-informed decisions.
Ability to learn and become competent with firm's record systems which may include Legal Key, Elite, File Surf, Interwoven and/or Outlook.
Manage physical boxes.
Identify conflicting task instructions and notify management.
Verify appropriateness of authorization.
Provide customer service.
Ability to read, assess, and interpret general business documents, procedure manuals, and technical procedures.
Ability to effectively communicate information and respond to questions from groups of managers, clients, customers and general public.
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Ability to define problems, collection of data, establishment of facts, and draw valid conclusions.
Exhibits judgment by making reasonable and defensible decisions and take action to solve problems.
Ability to use common software programs such as Microsoft Office (Word, PowerPoint, Access, and Excel), Microsoft Project, E-mail software.
Experience with automated records management systems, litigation imaging, coding and electronic data discovery applications.
Must be able to work in a team environment and maintain positive and productive relationships with Clients and co-workers.

Nice To Haves

Prefer BA or AA; special training in RM a plus.
Records experience helpful or previous filing experience with cataloging systems.
Prefer candidates with experience in an active records environment.

Responsibilities

Perform records center operations tasks in accordance with established RIM procedures.
Respond to specific requests by searching, locating, retrieving, and delivering records or information through established procedures and delivery systems in a timely manner.
Receive files for entry into Records Management System (RMS); review for accuracy and enters data. Sort, classify, and code material for filing, indexing and shelving.
Prepare new files within file classification plan, both physical files and electronic files.
Maintain timely, accurate, and complete filing, interfiling, and indexing as required.
Generate labels and bar coding as necessary to track files.
Accurately perform interfiling of loose items on timely basis.
Perform assigned tasks that support the organization's legal hold process.
Perform database queries and reports of activities as needed.
Retrieve and arrange file delivery as requested.
Access, compile, gather, and issue requested records and information.
Receive and process records transferred to inactive storage in accordance with established schedules.
Perform assigned tasks supporting the implementation of the organization's approved retention schedule.
Scan records as directed, saving images in accordance with ESI policies and procedures.
Serve as key contact with offsite storage vendors.
Maintain accurate check out system.
Maintain confidentiality and privacy of all firm and client files.
Maintain organized Central File room, or backup file areas as directed.
Perform backup and disaster recovery processes as directed.
Monitor Records Management email and voicemail boxes and responds appropriately to requests and inquiries.
Provide exemplary customer service.
Handle special projects such as destruction implementation as directed.
Provide input to management based on current and projected workload.