• Outsourced - Records Analyst

    Job Location(s) US-IL-Addison
    Requisition #
  • Overview

    Founded in 1951, Iron Mountain Incorporated (NYSE: IRM) is the global leader in storage and information management services. Iron Mountain is committed to storing, managing and transforming what our customers value most, from paper records to data to priceless works of art and culture. Providing a full suite of solutions – records and information management, data management, digital solutions, data centers and secure destruction – Iron Mountain enables organizations to lower storage costs, comply with regulations, recover from disaster, and protect their data and assets from a complex world. Visit the company website at www.ironmountain.com for more information.
    Iron Mountain enables 94% of the Fortune 1000 to smartly and securely manage their physical and digital information assets. With unmatched innovation and collaboration, our teams create information management solutions for our customers’ data, no matter what format, location or lifecycle stage it’s in and no matter where it’s kept. We are more than 17,000 people strong and growing. We’ve been a trusted records management leader since 1951.
    Iron Mountain is an equal opportunity employer, and does not unlawfully discriminate on the basis of race, color, religion, sex, national origin, marital status, age, sexual orientation, gender identity characteristics or expression, disability, medical condition, U.S. Military or veteran status or other legally protected classifications in making employment decisions.

    Iron Mountain Canada is an employer broadly committed to providing an inclusive work environment that welcomes all people.  Globally, we believe it is our diversity that contributes to our companies’ shared success. We work hard always to avoid discriminating on any grounds other than capability to perform the requirements of the job.


    Iron Mountain complies with the Accessibility for Ontarians with Disabilities Act and welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.



    Outsourced - Records Analyst

    Job Summary


    Under the direction of the customer, the Records Analyst will perform analytical or interpretive tasks related to records and information management support.  In addition, this position provides the leadership necessary to establish and enforce records management policies and provides direction for project.



    1. Essential/Key Areas of Responsibility


    1. Assumes responsibility for records management program administration and coordination.


    1. Ensure uniformity in reporting.
      • Manage all forms of records in a consistent, compliant manner
      • Complete lifecycle management of electronic and physical records regardless of storage location
      • Manage disposition and destruction of physical and electronic records in accordance with policy
      • Track and audit records for proof of compliance
    2. Coordinate litigation holds across customer’s global inventories utilizing records management software.
    3. Provide an analysis on findings/resolutions to management and submit regular reporting and tracking of program.
    4. Identify gaps or needs for improvement on current processes.


    1. Responsibilities and Duties
      1. Ensure the appropriate use of the hardcopy records global system of record, which controls and documents the flow of records to/from the off-site storage locations.  
      2. Support contact for business queries in regards to the records management software help and queries.
      3. Aid in requirements building for new functionality within the records management software application.
      4. Tester for User Acceptance Testing (UAT) when fixes and new functionality is delivered.
      5. Supports the build and updates of the records management software related procedures, ensuring they are reviewed at a minimum of yearly.
      6. Key contact for the support team when tickets are opened in regards to application issues.
      7. Identify and communicate risks found with the records management software application either as a result of customer support or through UAT.
      8. Provide metrics and reporting around the records management software usage and identify trends and make recommendations where improvements can be seen.
      9. Assist in training and education sessions.
      10. As required, support other initiatives and programs.
      11. Monitors records database to ensure tracking for all physical records inventory.
      12. Support application and management of records retention rules and schedule as designed.
      13. Support disposal process
      14. Any related function or request made pertinent to the records management software database program and the program it supports



      1. Assumes responsibility for communication.
        1. Proactively communicate with end users via email, phone calls.
        2. Interpret and respond timely to service issues.
        3. Respond to stakeholders according to internal SLA.



        1. Performance Measurements:
        2. Business Results
          1. Drives results
          2. Innovates
        3. Business/Strategy Focus & Risk and Controls
          1. Builds relationships
          2. Drives a robust risk/control environment
          3. Demonstrates expected risk/control behavior
          4. Identifies, Escalates & remediates issues



        1. Essential Job Functions
        1. Identify process improvements and best practices for a compliant records management program.
        1. Build external and internal relationships
        1. Identify and respond to current records management issues.
        2. Ability to troubleshoot issues and provide solutions.
        3. Identify and communicate business risk.


    1. Educational & Experience Requirements

    A minimum of two (2) years college with specialized course work in records management or two (2) to four (4) years equivalent work experience in a records management environment is preferred. Experience with Records Management Software. Highly organized, extremely detail and control-oriented team player with ability to build relationships - proven flexibility, adaptability, and reliability and who is able to prioritize in a fast moving, high pressure, constantly changing environment.



    • Ability to work with limited supervision
    • Ability to prioritize
    • Strong skill set with Excel
      • Knowledge of the impact of regulation on recordkeeping and records retention
      • Some flexible working hours may be required



      Key competencies:


      Technical/Professional Knowledge                                  Self Motivated/Ambitious

      Communication Skills                                                          Strong Analytical Skills

      Adaptability                                                                            Multi-tasking

      Initiating Action                                                                    Well Organized

      Detailed Oriented                                                                 Decision Making

      Gaining Commitment                                                          Adaptable

      Highly Organized                                                                  Team Player

      Reliable                                                                                   Flexible