Records Management Supervisor

April 4, 2024


Why become a Fogler, Rubinoff (“FR”) team member?  

At FR, one of our fundamental objectives is to keep our employees and their families healthy—physically, emotionally, and financially. To ensure the health and wellness of all our team members, we offer our Law Clerk, Staff and Support team members a comprehensive benefits package which includes extended health, dental, “flex” health care spending, disability insurance, a robust Employee and Family Assistance Program, an annual fitness allowance and an RRSP matching program.

Our team members also receive a generous Time Away from Work package, including flexible paid Personal Time Off, Volunteer time, paid Birthday, Moving Day, and more.

We believe in recognizing and rewarding our team members through our Milestone Anniversary Bonus program and our monthly acknowledgement of service excellence through our peer-to-peer “FRecognition” program.  All team members enjoy complimentary on-site breakfast and snacks twice a week, and are invited to attend our annual events such as our Summer Gathering, Staff Appreciation Week, and our Holiday party.

We support continued professional development and encourage professional and personal growth through our “FR Academy”, a learning management system offering a variety of online educational modules that cater to enhancing our internal training and learning culture. 

Records Management Supervisor

We are currently seeking a self-motivated individual to join FR as Records Management (“RM”) Supervisor. This newly created role is a hands-on position in a fast-paced environment that requires an experienced and confident person with excellent client service, communication, and organizational skills. This position requires work to be done in person and on site, and is not eligible to participate in the Firms hybrid policy, as the job duties cannot physically be performed remotely and are required to be performed in office.

Reporting to the Innovation & Productivity Manager, the RM Supervisor will oversee the lifecycle of a file, from file opening to closing and disposal. This will include the organization, maintenance, retention, and disposal of physical and electronic records in accordance with the Firm’s RM policies and procedures as well as the supervision of staff within the department, including Records Clerks and File Opening & Conflicts Clerk.  

The RM Supervisor will liaise with various departments to maintain the Firms records retention policies, and assist in developing and controlling processes and procedures related to archiving, retention, and destruction. This position will also assist with the development and provide training to staff on records-related tasks and processes.

Duties and Responsibilities:

The RM Supervisor will perform a wide variety of specialized duties relating to the organization and management of physical and electronic records. Key responsibilities include:

Records Duties:

  • Overseeing FR 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 Clerks and legal assistants in the cleanup and migration of physical files in preparation for office 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;
  • Providing basic RM training to new legal assistants;
  • Proactively managing and resolving any RM issues by answering inquiries from staff and legal assistants;
  • Developing and maintaining strong relationships with RM vendors;
  • Assisting with managing RM-related costs and invoices; and
  • Monitoring firm-wide RM processes to ensure compliance with all regulatory requirements and industry best practices.

File Openings & Conflicts:

  • The RM supervisor will provide back up support to the File Opening & Conflicts Clerk during busy periods, vacations, etc.; and
  • Perform conflict searches and file openings for new matters and/or clients in a timely and accurate manner.

Supervisory Duties:

  • Oversee the Records Clerks and File Opening & Conflicts Clerk, which includes: performance management, assisting with hiring, including interviewing candidates; and recommending disciplinary action where required.
  • Ensure the smooth operation of RM Department;
  • Assist with establishing work priorities and resolving problems related to the day-to-day operations of the Department;
  • Ensure appropriate coverage of Records team during vacation and other types of leaves/absences, and providing assistance to others during absences as needed;
  • Providing new Records Department Employees with orientation, and training including the proper use of equipment, location of supplies, and processes and procedures of the Firm; and
  • Managing daily and weekly communication between Records Department team members; this includes team huddles, weekly team meetings, and inter-departmental status updates.

Required Skills & Experience:

  • Post Secondary diploma or certificate in Information Science / Records Management, or equivalent is required;
  • ARMA or IG certification would be an asset;
  • Minimum 8 years of relevant work experience within a law firm setting;
  • Must have 3-5 years’ experience directly supervising or managing a team;  
  • Intermediate knowledge of legal accounting software (Aderant preferred), ethical wall software, document management systems (NetDocuments, etc.), and other legal software (SSRS to generate reports);
  • Excellent technical skills and superior knowledge of MS Office, document management systems;
  • Intermediate legal knowledge related to business intake, conflict searches, records management, and security walls;
  • 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 records/information projects;
  • Ability to work well under pressure, prioritize tasks and meet deadlines; and
  • Strong attention to detail and accuracy.

Required Physical Ability:

  • This position requires moderate to considerable physical activity, including but not limited to:
  • Frequently operate small office equipment such as a computer, tablet, and copier/printer, telephone;
  • Frequently requires manual dexterity speed and hand/eye coordination for work at a computer;
  • Regular standing or walking for extended periods, climbing ladders, bending and squatting; and
  • Regular lifting up to 10 lbs, sometimes required to lift up to 40 lbs.

Want to join our FR team?

Interested candidates are invited to submit a detailed resume in confidence to Please let us know how you found our job posting in your e-mail. We thank all applicants for their interest, but only those candidates selected for an interview will be contacted.

Fogler, Rubinoff LLP is an equal opportunity employer, committed to an inclusive and diverse workplace. We welcome applications from people with diverse backgrounds, identities, and cultures. Fogler, Rubinoff LLP welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.