Records Associate

Location: Indianapolis

About Us:

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.

Our Mission:

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

Job Description The Records Associate is responsible for supporting the organization, maintenance, storage, retrieval, and management of physical and digital records within Opensity Solutions client environments. This role ensures records are accurately classified, securely maintained, and readily accessible while supporting compliance with organizational policies, data privacy standards, and records retention requirements. The Records Associate plays a key role in maintaining efficient records management systems that support operational effectiveness and client service excellence.

The position reports to the Lead Records Associate or Client Relations Manager and is classified as non-exempt.

Location:

Indianapolis, INPay: 19-21hr

Schedule:

Monday-FridayROLES & RESPONSIBILITIES:

Records Management & Oversight:

Support the implementation and maintenance of records management policies, procedures, and operational standards across the organization.

Maintain and monitor physical and digital records management systems to ensure organization, reliability, accuracy, and operational efficiency.

Assist with the continuous improvement of records management processes and workflows to enhance accessibility and compliance.

Stay informed on records management best practices, technology updates, and industry standards to support operational effectiveness.

Collaborate with internal departments to support records-related operational needs and requests.

Records Classification & Indexing:

Classify, organize, and index records according to established records management procedures and organizational guidelines.

Ensure records are accurately labeled, categorized, and entered into records management systems for efficient search and retrieval.

Maintain metadata and filing structures to support accurate record tracking and accessibility.

Assist with organizing both active and archived records while ensuring compliance with retention schedules and organizational standards.

Support data entry and records updates with strong attention to detail and accuracy.

Records Storage & Retrieval:

Manage the secure storage, organization, and accessibility of physical and electronic records.

Ensure records are stored in compliance with confidentiality, security, and data protection standards.

Respond to records requests promptly and assist employees and authorized personnel with locating and retrieving required information.

Monitor records access procedures to ensure proper authorization and compliance with organizational policies.

Assist with offsite storage coordination, records transfers, and archive management as required.

Compliance & Quality Assurance:

Maintain compliance with data privacy, records retention, confidentiality, and information security regulations.

Assist in implementing records retention and disposal schedules in accordance with legal and organizational requirements.

Conduct routine audits and quality control reviews of records systems to ensure accuracy, completeness, and compliance.

Identify discrepancies or records management issues and support corrective actions and process improvements.

Collaborate with operational leadership, compliance, and legal teams on records-related initiatives and requirements.

Training & Operational Support:

Participate in ongoing training and professional development programs, including operational systems and records management procedures.

Support team members and departments by providing guidance on records management practices and procedures as needed.

Promote a culture of organization, accuracy, confidentiality, and operational excellence within the workplace.

Maintain professionalism, discretion, and confidentiality when handling sensitive records and…