Associate, Human Resource - File Room Specialist

Role Summary

We are looking for a meticulous and process-driven File Room Specialist to manage the lifecycle of employee records across both physical storage (via an external vendor) and the digital file room leveraging the ServiceNow EDM (Enterprise Document Management) module.

This role is critical to ensuring our organization meets compliance, security, and accessibility standards for HR documentation. The ideal candidate will have experience in document governance, vendor coordination, and digital records systems—preferably within a global or regulated environment.

Key Responsibilities

Physical File Room Management (Vendor Oversight)

• Serve as the primary point of contact for the third-party vendor managing off-site physical records storage.
• Coordinate record retrievals, returns, and new archival requests in compliance with company policies and legal requirements.
• Ensure physical records are accurately indexed, securely stored, and destroyed in line with 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 the day-to-day operations of digital records using the ServiceNow EDM module.
• Classify, tag, and index documents according to metadata standards and retention rules.
• Maintain digital folder structures and access controls to ensure data security and role-based permissions.
• Support the uploading, quality control, and archiving of employee files, contracts, and sensitive HR documents.
• Collaborate with HR and IT teams to implement enhancements, resolve issues, and train users on document management processes.

Compliance & Governance

• Ensure that both physical and digital file room operations meet local data protection laws (e.g., GDPR), labor laws, and internal audit requirements.
• Assist with document holds, legal requests, and internal/external audits as needed.
• Maintain and regularly 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 up-to-date 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 a related field.
• 3–5 years of experience in records management or HR operations with exposure to both physical and digital systems.
• Working knowledge of ServiceNow EDM or similar document/content management systems.
• Experience managing vendors and understanding physical recordkeeping protocols.
• Strong organizational skills with high 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 (e.g., financial services, healthcare, pharma).
• Familiarity with data privacy regulations like GDPR, HIPAA, or SOX.
• Knowledge of Lean or Six Sigma methodologies related to process improvement.