Internship Opportunity - Records Management
Internship at Chubb & Son
We are currently looking for a Records
Management Intern to assist with the Records Management Program at Chubb
& Son in our Warren, NJ office. The paid internship, running from June
to August during normal business hours, gives individuals an opportunity
to building a strong career foundation in Records Management. Interns are
exposed to the routines, complexities, and demands typical of an entry-level
position.
For any questions relating to the position,
please contact Emily Gross at [email protected].
Emily Gross
Records Management Coordinator
Chubb & Son, a division of Federal Insurance Company
General Counsel/WTO+1
15 Mountain View Road
Warren, NJ 07059
Phone: 908-903-2097
Fax: 908-903-3820
DTI is the nation's largest independent
provider of e-discovery, managed document review, facilities management
and knowledge process outsourcing. DTI serves the nation's leading law
firms and Fortune 500 corporations through its 28 highly secure service
centers located in major cities across the United States.
DTI is seeking candidates for the Records and Information Management (RIM) Director.
Job Summary:
Articulates and implements the organization’s vision for records and
information management through policy, budget, and inter-organizational
initiatives. Directs people and programs to realize the delivery of an
excellent records and information management program for clients through
strategic and business planning. Demonstrates comprehensive management
skills, including organizational leadership skills. Serves as the
principal advisor to executive management concerning the direction,
policies, and practices of record services provided to clients. Reports
to a first-level executive and ranks with similar positions to
implement organization-wide policies and structure to achieve success.
Responsible
for strategy used to develop records management delivery systems,
developing staff talent, and career mobility, training directives,
standard written guidelines and procedures used in client sites.
Coordinates
and implements procedures and guidelines to ensure records and
information delivery systems and supporting resources are provided to
clients at the lowest possible cost and receive the maximum level of
services possible.
Responsibilities:
Develop
a strategic plan for a records and information management program model
using best practice methodologies to support and achieve long-range
organizational goals.
Develop
a strategic records and information program model using best practice
methodologies to support and achieve client long-range organizational
goals.
Provide program and project information to executive management and stakeholders.
Review, recommend, and revise organization business plans to achieve compliance with technology, legal, and RIM requirements.
Demonstrate the value of promoting growth, quality products, and delivery systems.
Allocate resources to ensure efficient and effective implementation of a quality RIM program for each client.
Direct
the development of tools to evaluate production, proficiency,
resources, and effectiveness for each client location by setting
benchmarks and evaluation of performance standards,
Assist
in the education / knowledge base of each client’s current policies and
procedures to ensure compliance with laws and regulations in the
industry, and to assist in developing organizational governance.
Demonstrate the ability to assist with a RIM disaster preparedness and business continuity program.
Collaborate
with stakeholders to develop a communication and outreach strategy to
achieve awareness of the importance and integration of a RIM program
within each client site.
Establish
and communicate RIM program requirements and goals through education
and reinforce compliance, best practices, and industry standards to grow
and improve the RIM program for each client.
Establish RIM program methodologies for the management of assets in electronic and digital formats.
Assist
Records Managers and Supervisors build relationships with IT to develop
best practices and procedures related to managing electronic
information repositories.
Empower
others in the organization through leadership and training to maximize
the potential for their participation in creating a positive work
environment.
Lead teams by coaching, mentoring, resolving problems to support the business operations of the RIM function.
Articulate program goals; recognize individual achievement, and communication openly with all staff.
Use
change management techniques and methodologies during changes in tasks,
work environment, or conditions affecting the organization.
Demonstrate the ability to create a team environment; knowledge of conflict resolution; and creative problem solving.
Facilitate
career development to improve staff effectiveness consistent with RIM
program objectives though individual development plans, instituting
reward systems, and providing resources and increase job opportunities
to improve staff effectiveness using internal and external training
resources.
Participate
in continuing education, research, networking, and professional and
industry organizations to develop, maintain, and advance competencies.
Education/Experience: Bachelor’s
degree, with relevant information management or business management
discipline and the certification of CRM preferred. Six to eight years
broad business experience, with at least four to include the management
of records and information functions in a legal environment.
Qualifications: Ability
to interface and influence management leadership at all levels
internally and externally. Excellent communication skills, both verbal
and written.
Monitor
compliance with the Company’s document control procedures and
requirements, control deviations and follow up their correction
Assist in training staff in the Company’s document control processes and associated tools
Check incoming documents for readiness prior processing
Update registers and the Electronic Content Management System (ECMS) for the documents being processed
Distribute documents by hard copy and electronic means, including arranging copies
Filing and Archiving of documents
Reporting on document control processes
Administer
the document lifecycle (author, approve, publish, revise, retire,
archive) engineering, construction documents and other business
policies and procedures.
Prepare electronic document templates.
Support in the performance of quality reviews and audits
Scan documents, update procedures,
Assist in other related tasks as requested by the Document Control Manager
Basic Qualifications:
Candidate must have at least 3 years of experience performing the duties described
AA or BA degree in a related field a plus
Strong
understanding and capabilities in utilizing naming and numbering
conventions for receiving, recording, filing, transferring,
transmitting, retrieving and archiving documents;
Must be able to Identify errors, problems, or non-standard situations and suggest alternatives;
Must possess the ability to understand the underlying document control principles involved and a strong initiative to apply them
Must possess character traits of being accurate, meticulous, proactive, efficient, self-organizing, a team player
Must be proficient in common software, particularly MS Office; training for ECMS software is provided
Experience
in construction works and familiarity with the types of information
handled is a plus, knowledge of construction records is a definite
advantage
Working knowledge of SharePoint a major plus
The
HNTB Companies are an equal opportunity employer and does not
discriminate on the basis of age, race, gender, religion, color, sex,
national origin, marital status, genetic information, sexual
orientation, pregnancy status, physical or mental disability, veteran
status or other status protected by law. In compliance with the
Immigration Reform and Control Act of 1986, we will hire only U.S.
citizens and aliens lawfully authorized to work in the United States (if
the position is or will be one which is subject to U.S. law). We will
provide reasonable accommodation for qualified individual with a
disability where appropriate.
We
are currently seeking a Associate, Content & Records Management for
our Edison, New Jersey location. This position is responsible for all
duties associated with supporting the management (creation, review,
approval, and reuse) of electronic documents. This job supports and
maintains the integrity an standards of all DSPD/DSD regulated
documentation, performs quality control of documents generated by all
functional areas contributing to marketing applications and supports the
training and use of company standards including the DSPD Style Guide
and templates. This job is also responsible for all duties associated
with supporting (filing, archival, retention and disposition) of paper
and electronic records with special emphasis on legal, business and
regulatory requirements and for actingas a Knowledge Management Liaison.
Responsibilities:
In
this role, you will coordinate with authoring departments to finalize
documents and ensure that they are submission ready and all components
are compiled and presented in the correct format according to
established regulations, guidelines and procedures and reflect
information/data from source documents. You will compile and format
clinical and regulatory documents for submission to regulatory agencies
in standardized format using electronic tools and into XML documents as
specified by FDA, MHRA and international standard XML document types;
liaise with study teams to coordinate the flow of trial documentation to
the Document Control Center (DCC).; co-ordinate and manage the receipt,
classification, filing and archiving of documentation from Europe.
Additionally, you will maintain the DSPD/DSD DCC and support records
management systems and processes’ compliance with domestic and
international regulations, guidances and industry standards; provide
accurate and timely response to requests for information/records;
provide clinical and regulatory document filing, scanning/imaging and
archiving services; support the authentication, organization, and
posting of documents to the content management system; provide
eCollaboration support to project and manage and oversee external
archiving providers, including the tracking of documents between
DSPD/DSD and the external archive and act as a Knowledge Management
Liaison for operations.
Education/Experience
Qualified
candidates must have a Bachelors Degree in Information Systems/Records
Management, Life Science, Engineering, Business Administration, or a
related area and a minimum of 4 years experience in a support position
in records and content/document management in a pharmaceutical clinical
development environment. Experience in a library or legal/scientific
research support is also required. Use of contemporary document and
records management technologies and systems; strong background in
automated content and records management principles and systems,
electronic archiving knowledge base and experience; significant industry
experience in a regulated environment and familiarity/understanding of
government regulatory requirements (GMP, GCP, GLP); extremely strong MS
Office expertise; experience utilizing content and records management
software; document scanning/imaging expertise; and significant
experience supporting quality control/regulatory audits are critical
skills in this role
Our direct client has an immediate need for a Records Management Analyst.
This is a contract role.
This position is located in Long Island City, NY.
Job Description is below.
If you are interested in the position, please reply back to this email with the most current version of your resume.
Job Description:
Summary:
Serves
as a liaison between the business community and the IT organization in
order to provide technical solutions to meet user needs. Possesses
expertise in the business unit(s) they support, as well as, an
understanding of the IT organization’s systems and capabilities.
Analyzes business partner’s operations to understand their strengths and
weaknesses to determine opportunities to automate processes and
functions. Assists in the business process redesign and documentation as
needed for new technology. Translates high level business requirements
into functional specifications for the IT organization and manages
changes to such specifications. Educates the IT organization on the
direction of the business. Negotiates agreements and commitments by
facilitating communication between business unit(s) and IT from initial
requirements to final implementation. Possesses an understanding of
technological trends and uses this knowledge to bring solutions to
business units supported to enhance the enterprise’s competitive edge.
May make recommendations for buy versus build decision. Bachelor's
Degree in Computer Science, Information Systems, Business
Administration, or other related field. Or equivalent work experience.
Typically has 3 to 5 years of relevant technical or business work
experience.
Requirements:
Sharepoint 2010 experience
Experience in RIM (Records Information Management) preferably within Sharepoint
Experience in E-discovery of documentation preferably within Sharepoint
Regards,
Michael Sayo Technical Recruiter
61 Broadway
New York, NY 10006
(646) 794-8455 [email protected]
Job Function and Key Duties & Responsibilities This position is
responsible for working within a team to communicate the requirements of
the Corporate Records Management Program through education and
relationships to reinforce compliance and industry standards. Key duties and responsibilities include: - Advise business areas on corporate processes for creation, maintenance, storage and disposition of records and information -
Review and make recommendations and revisions to corporate records
policies, standards and procedures and master Records Retention Schedule
- Consult with IT and business areas regarding systems impacting records management - Advise business areas on the management of their records and information, including protection of vital records - Provide reports to the Records Management Steering Committee and Records Management Policy Group -
Provide training to the Records Coordinators and business areas on
records management topics and issues; develop training material and
programs as needed - Collaborate with legal and compliance areas regarding records management concerns - Evaluate current practices to determine potential risks and improvement opportunities - Assess effectiveness of CRM Program and recommend improvements - Consult with business areas on Records & Information Management (RIM) components of projects Job Location NY - New York (51 Madison Ave) Department CORPORATE RECORDS MANAGEMENT Position Type Full Time AutoReqId 7531BR Required Qualifications - Bachelor''s degree - Minimum of 7 years of related business experience, including electronic records management experience - Certified Records Manager (CRM) certification preferred - Strong knowledge of records and information discipline and principles - Expertise with information technology and how it impacts records management, such as Electronic Content Management -
Strong knowledge of legal and regulatory requirements governing
records, RIM industry trends, relevant standards and methodologies - Excellent written and oral communication skills - Excellent interpersonal skills - Strong presentation skills - Strategic thinker
At Macquarie we offer you the experience and freedom to grow your
career whilst making your mark within a highly successful organization.
Key to our success is the entrepreneurialism we encourage in all our
people. We give you the opportunity to progress your career as quickly
as you can demonstrate your ability.
Macquarie's business is structured into six operating groups and five support groups.
Strong prudential management has been a key to Macquarie's success
over many years. The Risk Management Group is an independent,
centralized unit responsible for assessing and monitoring risks across
the Macquarie Group. The Compliance Division within Macquarie's Risk
Management Group provides compliance support and advice to Macquarie's
operating businesses.
The Records Management program has recently been initiated by
Macquarie's Risk Management (RMG), Legal & Governance and the Market
Operations and Technology Division (MOTD) to ensure compliance with
regulatory and legal obligation for capturing, storing, retaining and
deleting any type of data and records across the entire group. The
regulatory framework covers existing obligations as well as upcoming
changes like the Dodd-Frank reform in the US.
The program is currently being established and an exciting
opportunity has been identified for a highly motivated
Business/Technical Analyst to support the set-up and implementation of
this programme. This role is a contract role until the end of December
2012.
Key Responsibilities
• Establish the requirements and develop a design for tools and
processes to maintain a data and process map in a global operational
environment
• Determine the need and establish a design to remediate existing
processes and applications to ensure compliance with internal policies
and current/future regulatory & legal obligations like the upcoming
Dodd Frank reform
• Liaise with technology teams to frame/resolve the technical issues
surrounding implementation of Records Management and Social Media
policies.
• Support the documentation and analysis of the current state of
records management across all business units, e.g. developing data and
process maps of the current state
• Support the RFP and vendor assessment process via the creation of
requirements documentation, conducting workshops and analysing vendor
responses
• Set up and develop project plans for the current and future phases
of the programme, like the rollout of new technologies or the
remediation of existing environments (technology and processes)
• Engage with and liaise between stakeholders on various levels
across a broad group of divisions (business, operations and technology)
• Escalating issues to Programme Manager where appropriate
• Providing thought leadership and practical advice to stakeholders across various business units
Experience & Skills Required
• In-depth knowledge of books & records obligations and
requirements for financial services firms, including all aspects of
legal discovery, production of data for litigation, legal holds
• Profound understanding of investment banking and investment banking operations
• Understanding business process management and business
requirements gathering/analysis and the ability to translate them into
end-to-end solution designs, including process as well as technical
designs
• Be technology adept in using products such as data/document
discovery, data and process maps and general data/records management
• Ability to document and analyse complex information and data
• Understanding of full project lifecycle, including the
implementation of new technology applications or applying changes to
existing applications
• Professional or tertiary qualification
• Excellent communication, presentation and organisational skills
• Outstanding documentation skills
Macquarie is an equal opportunity employer (M/F/D/V).
We are currently seeking a Associate, Content & Records
Management for our Edison, New Jersey location. This position is
responsible for all duties associated with supporting the management
(creation, review, approval, and reuse) of electronic documents. This
job supports and maintains the integrity an standards of all DSPD/DSD
regulated documentation, performs quality control of documents generated
by all functional areas contributing to marketing applications and
supports the training and use of company standards including the DSPD
Style Guide and templates. This job is also responsible for all duties
associated with supporting (filing, archival, retention and disposition)
of paper and electronic records with special emphasis on legal,
business and regulatory requirements and for actingas a Knowledge
Management Liaison.
Responsibilities:
In this role, you will coordinate with authoring departments to
finalize documents and ensure that they are submission ready and all
components are compiled and presented in the correct format according to
established regulations, guidelines and procedures and reflect
information/data from source documents. You will compile and format
clinical and regulatory documents for submission to regulatory agencies
in standardized format using electronic tools and into XML documents as
specified by FDA, MHRA and international standard XML document types;
liaise with study teams to coordinate the flow of trial documentation to
the Document Control Center (DCC).; co-ordinate and manage the receipt,
classification, filing and archiving of documentation from Europe.
Additionally, you will maintain the DSPD/DSD DCC and support records
management systems and processes’ compliance with domestic and
international regulations, guidances and industry standards; provide
accurate and timely response to requests for information/records;
provide clinical and regulatory document filing, scanning/imaging and
archiving services; support the authentication, organization, and
posting of documents to the content management system; provide
eCollaboration support to project and manage and oversee external
archiving providers, including the tracking of documents between
DSPD/DSD and the external archive and act as a Knowledge Management
Liaison for operations.
Education/Experience
Qualified candidates must have a Bachelors Degree in Information
Systems/Records Management, Life Science, Engineering, Business
Administration, or a related area and a minimum of 4 years experience in
a support position in records and content/document management in a
pharmaceutical clinical development environment. Experience in a library
or legal/scientific research support is also required. Use of
contemporary document and records management technologies and systems;
strong background in automated content and records management principles
and systems, electronic archiving knowledge base and experience;
significant industry experience in a regulated environment and
familiarity/understanding of government regulatory requirements (GMP,
GCP, GLP); extremely strong MS Office expertise; experience utilizing
content and records management software; document scanning/imaging
expertise; and significant experience supporting quality
control/regulatory audits are critical skills in this role.
Document Control Coordinator & Librarian: New York City - World Trade Center Construction
Port Authority of New York & New Jersey
The
Louis Berger Group, Inc. offers professional services in the areas of
civil, structural, mechanical, electrical and environmental engineering;
program management; planning; environmental sciences; cultural
resources; information services; economics; policy and management
analysis; and construction management and support.
The Louis Berger
Group works with the Port Authority to provide support services for this
complex and challenging project. Our team provides a wide spectrum of
program management services, including comprehensive scheduling, cost
estimating and cost engineering, customized management reports, project
and program performance measures, and internal and external
communication services for the program.
QUALIFICATIONS AND EXPERIENCE:
· Requires a high school diploma, Associate’s Degree preferred (or equivalent working knowledge/experience).
· 1-3 years of previous support experience preferred.
· Strong interpersonal and communication skills, both written and verbal, and a professional demeanor are required.
· Must be detailed oriented, have excellent organizational skills and have the ability to multi-task.
· Familiarization with Primavera Contract Manager and Livelink a plus.
· Proficiency with Microsoft Office Package; strong understanding of Word, Excel, and Outlook.
TYPICAL DUTIES AND RESPONSIBILITIES:
Responsible for maintenance of the project electronic and physical library records.
Supports
and maintain the operation of the Electronic Management & Physical
File Structure Systems. (using Primavera Contract Manager and Livelink)
Serves as main contact for file maintenance, quality control and retrieval of physical files within the central library.
Responsible for cataloging, recording and retrieval of records from storage locations.
Log, bar-code, archive and prepare documents in accordance with retention schedules for shipping to off-site storage location.
Maintains the signed C&P Transmittal Acceptance Forms / Destruction Logs & Records.
Handles document retrieval requests, and assists in document reproduction, C&P labeling.
Assists with the document preparation for scanning (i.e., removes all staples, paper clips).
Maintains a check-in / check-out record keeping tracking log.
Applicants
must state in their applications whether they have current eligibility
to work in the US. Applications without this information will not be
considered.
Preference will be given to candidates living in the proximity of the work location.
This position is responsible for
effectively and efficiently managing all paper and electronic records
for the organization. This position collaborates with employees
throughout the organization to provide guidance in strategic planning as
it relates to record retention and destruction. In addition, this
position manages the vendor, facilitation of record destruction, paper
record issue resolution between business owners and the vendors, and
reporting and tracking. This position will also assist Purchasing and
Vendor Management with new Contracts and Purchases for the organization
as needed.
II. Principal Responsibilities Manages
corporate record retention policies, practices, procedures and reporting
and ensures organization compliance once in place. Keeps abreast of
industry best practices and compliance rules. Identifies, researches,
revises, makes recommendations and implements enhancements and changes.
Coordinates
with all areas of the organization with respect to records management,
document lifecycle management, project planning and related initiatives.
Communicates and trains business units on records management standards
and best practices, and enforces current records management policy and
procedures.
Maintains comprehensive inventories of
physical records. Manages retention schedule and conducts records
destruction review cycles. Ensures records retention and destruction
activities are in concert with organization records retention and
destruction policy, and all applicable ethical, legal, and client
requirements.
Ensures scheduled audits of physical records are
conducted, creates reports and provides record status
information/results to upper management as needed.
Leads and
manages destruction process for all paper records for the organization.
Provides and documents attestation of electronic destruction with IT.
Works with business owners throughout the organization to manage their
paper record storage and destruction. Analyzes and manages the
destruction between the business, IT and the vendor.
Provides
status updates and escalates non-compliance to upper management as
needed. Manages supplier performance and takes corrective action as
required.
Assists Purchasing and Vendor Management as needed with new Contracts and Purchases.
III. Education/Experience Requirements College degree or equivalent work experience required. 5-8 years relevant experience.