Associate, Human Resource - File Room Specialist

As a File Room Specialist, your primary responsibility will be to manage the lifecycle of employee records both physically and digitally to ensure compliance, security, and accessibility standards for HR documentation. Your role is critical in maintaining document governance, vendor coordination, and digital records systems within a global or regulated environment. Key Responsibilities: - Physical File Room Management (Vendor Oversight): - Serve as the main point of contact for the third-party vendor handling off-site physical records storage. - Coordinate record retrievals, returns, and archival requests according to company policies and legal requirements. - Ensure accurate indexing, secure storage, and proper destruction of physical records based on defined retention schedules. - Conduct regular audits and reconciliations of inventory records with vendor reports. - Monitor SLAs, escalate service issues, and participate in vendor performance reviews. - Digital File Room Management (ServiceNow EDM): - Manage day-to-day operations of digital records using the ServiceNow EDM module. - Classify, tag, and index documents following metadata standards and retention rules. - Maintain digital folder structures and access controls for data security and role-based permissions. - Support uploading, quality control, and archiving of employee files, contracts, and sensitive HR documents. - Collaborate with HR and IT teams for enhancements, issue resolutions, and user training on document management processes. - Compliance & Governance: - Ensure compliance with local data protection laws, labor laws, and internal audit requirements for both physical and digital file room operations. - Assist in document holds, legal requests, and internal/external audits as necessary. - Maintain and update document retention policies and procedures in collaboration with Legal and Compliance teams. - Process Improvement & Documentation: - Identify opportunities for automation, digitization, and efficiency improvements in document lifecycle management. - Maintain current process documentation, work instructions, and training materials. - Support change management efforts during EDM upgrades or vendor transitions. Qualifications & Skills: Required: - Associate's or Bachelor's degree in Records Management, Library Sciences, Information Systems, HR, or related field. - 3-5 years of experience in records management or HR operations involving physical and digital systems. - Working knowledge of ServiceNow EDM or similar document/content management systems. - Experience in managing vendors and understanding physical recordkeeping protocols. - Strong organizational skills with keen attention to detail and data integrity. - Understanding of document security, confidentiality, and legal compliance requirements. - Proficiency in Microsoft Office and document indexing or scanning tools. Preferred: - ServiceNow EDM certification or equivalent training. - Experience in a global or regulated industry such as financial services, healthcare, or pharma. - Familiarity with data privacy regulations like GDPR, HIPAA, or SOX. - Knowledge of Lean or Six Sigma methodologies related to process improvement.,