Legal Records Specialist

About the role

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services. Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

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.

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

Requirements

• High School Diploma or GED required
• Associate degree or bachelor's degree preferred
• 1–2 years of records, file room, or scanning/imaging experience (law firm preferred), or other relevant file management experience

Skills

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