Walter Scott - Business Governance Analyst - Records Management

Role Purpose

To oversee the firm’s compliance with document management policies and procedures (including those defined as “records”). Act as Records Management Co-ordinator (“RMC”) for Walter Scott. Assist in Business Governance roles as required.

Key Responsibilities

Records Inventory & Classification: 

• Produce and maintain internal inventories for both offsite and onsite records.
• Ensure the accurate and consistent classification and retention of all documents including those within the Document Management System (“DMS”).
• Provide document management training where needed and work with Document Management Co-ordinators (“DMCs”) to ensure compliance with policies and procedures. 
• Identification and preservation of vital records and legal holds.

Retention Scheduling: 

• Responsible for records destruction and deletion – delegating associated administrative processes to DMCs where appropriate. This includes the deletion of hard copy records which contains an element of physicality (see additional information below), recalling and handling boxes containing records due for destruction, going through boxes and processing those which have reached their retention threshold for shredding.

Governance: 

• Produce management information and meeting pack content for the Document Management Group (“DMG”) and Operations Committee.
• Lead discussions and  updates at the DMG on all  matters relating to Records Management.
• Identify and escalate issues.
• Work with Data Lifecycle Management (“DLM”) team: 
  • Attend quarterly RMC forums and report back to DMG.
  • Complete Annual SailPoint Email Retention Review and shared/group mailbox review by the due date.
  • Ensure the File Plan (in File Plan Database – RIC) and Index are kept current and reflect all the records that the firm owns and manages.
  • Act as Engagement Manager for Iron Mountain and any other vendors involved in Records Management.

Competencies

• Good communication skills both written and verbal.
• Proven ability to work under pressure and to tight deadlines.
• Ability to develop and maintain good working relationships at all levels.
• Ability to establish priorities, work independently, use initiative, problem solve and proceed without supervision.
• Attention to detail.
• Excellent organisational skills.
• Ability to Challenge & Influence 

Skills & Experience

• A good working knowledge of Microsoft Office suite (particularly excel) is essential.
• Experience and knowledge of the principles and practice of Records Management (desirable but not essential).
• Experience using a Document Management System (desirable but not essential).
• Background in Financial Services (desirable but not essential). 

Academic/Professional Qualifications

• Experience in a Records Management field is preferable.

Additional Information

There is an element of physicality involved in the destruction of hard copy records, this will involve the handling of boxes of documentation and transferring of contents into recycling bags. Volumes can differ depending on business need and regulatory requirements.

Role Location

Edinburgh

Closing Date:

Xx Month 2024

Application

To ensure a fair and inclusive interview process, we encourage all applicants to inform us of any adjustments or adaptations they may require to fully participate. Your comfort and accessibility are important to us.

About Us

Established in 1983, Walter Scott is an investment management business built to deliver long-term success. We think of growth in decades and consider impact for generations, ignoring the volatility of the moment and the results of the day.

Our portfolio management philosophy is tried and tested: we focus solely on equity investments, holding stock only in high-quality, market-leading businesses that can generate sustainable growth for our clients. By keeping our strategy straightforward, we can go deeper in our research and further for our clients.

It’s an approach that begins and ends with doing the right thing. For the institutional clients we serve around the world – protecting and enhancing their assets. For our community – supporting causes with tangible outcomes for people in Edinburgh, and beyond. And for the 180 employees who make it all possible – fostering a close-knit culture, nurturing personal growth and offering truly rewarding careers.