Records Management Specialist

Dentons is designed to be different. Our Firm leads the way in a rapidly changing legal marketplace. We challenge the status quo and deliver consistent results as well as uncompromising quality and value to our clients. Our global presence is renowned as a firm with over 21,000 individuals in more than 200 offices serving clients across 80+ countries.
 
Dentons Canada is committed to its people and communities. We are consistently recognized as an employer of choice having received numerous awards including being selected as one of Canada’s Top 100 Employers (2025); Canada’s Top Employers for Young People (2024); and Canada’s Best Diversity Employers (2024).
 
This role is an opportunity for you to join the world’s largest law firm, a firm that offers opportunities to build your career while growing your skills and deepening your expertise.
  
Position Summary

Dentons Canada is seeking an experienced and self-motivated individual to join the firm as Records Management (RM) Specialist. This role is a hands-on position in a fast-paced and challenging environment that requires an experienced and confident person with excellent client service, communication and organizational skills. 

Reporting to the Director, Information and Research Services, the Records Management Specialist will advise and assist with the organization, maintenance, retention and disposal of physical and electronic records in accordance with the Firm’s RM policies and procedures. 

The Records Management Specialist will liaise with various departments and stakeholders to maintain Dentons’ records retention policies, and assist in developing and controlling processes and procedures related to archiving, retention and destruction. This position will also develop and provide training to staff on records-related tasks and processes.     

The Records Management Specialist will work collaboratively with members of the National RM team, located in any of the Firm’s six Canadian offices (Toronto, Montreal, Ottawa, Calgary, Edmonton, Vancouver). This is a hybrid work position and includes a combination of working in the office as well as working from home. 

Responsibilities

The Records Management Specialist will perform a wide variety of specialized duties relating to the organization and management of physical and electronic records. 

Key responsibilities include: 

• Overseeing national processes for file storage, retention, digitization and destruction for both physical and electronic files, in accordance with Firm policies and procedures;
• Providing advice and assistance to lawyers and legal assistants regarding culling physical documents that exist electronically, reducing duplication and ensuring correct information is retained;
• Working with records staff and legal assistants in the cleanup and migration of physical files in preparation for office renovations and/or moves;
• Providing guidance and assistance relating to file transfers for lateral hires and departures; 
• Developing best practices relating to file closing, retention and destruction, and reviewing current workflow and processes for efficiencies; 
• Developing RM training materials; 
• Proactively managing and resolving any RM issues by answering inquiries from staff and legal assistants; 
• Developing and maintaining strong relationships with RM vendors;
• Assisting the Director with managing RM-related costs and invoices;
• Collaborating with Office Services teams nationally to ensure that local office records objectives and requirements, including service levels, are being met; and
• Monitoring firm-wide RM processes to ensure compliance with all regulatory requirements and industry best practices.

Qualifications

• Graduate degree in Information Science, Records Management, or equivalent is required.   
• Records Management experience in a law firm, professional services or other legal or financial services organization is preferred. 
• ARMA or IG certification would be an asset. 
• Excellent verbal and written communication skills, and ability to provide clear instructions or advice and persuasively communicate processes and policies.
• Ability to take ownership and responsibility, and work with minimal supervision.
• Strong problem-solving and analytical skills.
• Project management skills and experience with managing large data/information projects.
• Ability to work well under pressure, prioritize tasks and meet deadlines.
• Strong attention to detail and accuracy.
• Excellent technical skills and superior knowledge of Excel and document management systems.
• Fluency in French would be an asset.

We thank all applicants for their interest, however, only those selected for an interview will be contacted. 

 
At Dentons we are committed to offering equitable and competitive pay, we achieve this by aligning internal salary ranges for specific roles to similar positions in the external market. In the normal course, our practice is to hire, transfer and promote employees within the entry part of our range, adjusting as needed based on the prior experience, skills and competencies required for the role along with any market differentials. 

Recognizing our exceptional talent means providing a comprehensive total rewards package beyond a competitive salary. We have curated our employee benefits portfolio to offer inclusive and comprehensive wellbeing and developmental programs for our people. With extended benefits and mental health plans, paid time off, savings plans, fitness subsidy, parental leave top up and more, our benefits are flexible, aligned to our core values and supports the various needs of our people. Additionally, our personal and professional development programs include people networks, mentorships, and leadership series programming to help people grow their career. 

Note: Availability of the benefits and perks may be subject to your location and employment type and may have certain eligibility requirements. Dentons reserves the right to alter these programs and offerings.

Equal Opportunity Statement

At Dentons Canada, inclusion, diversity, equity and accessibility (IDEA) are not just ancillary values, they are foundational to our business. We believe that IDEA is essential to the shared success of our team and our clients. Our forward-thinking and inclusive culture supports the professional development of all our people, enhances the leading services we offer to our clients, and informs our commitment to make a positive impact in the communities where we live and work. As a testament to our commitment to IDEA, we have been recognized as one of Canada’s Best Diversity Employer’s for 14 consecutive years (2011-2024), as well as one of Canada’s Top Employers for Young People (2024) for the seventh time.

Dentons Canada is an equal opportunity employer, and we welcome your application. All employment decisions, including hiring, will be made without regard to age, ancestry, citizenship, colour, creed, disability, ethnic origin, family status, gender identity, marital status, place of origin, race, sexual orientation, or any other characteristic protected by applicable human rights legislation.

We are committed to providing you with an inclusive, barrier-free, and accessible workplace to support your success. Should you require accommodation during the recruitment process, for example as a result of a disability, please contact us at careers.canada@dentons.com.