Electronic Records Specialist

Quarles & Brady LLP does not discriminate in hiring or employment on the basis of age, race, color, religion, creed, national origin, sex, marital status, arrest or conviction record, sexual orientation, gender identity/expression, ancestry or against qualified handicapped persons or qualified disabled veterans or veterans of the Vietnam era, or any other protected category, as required by law. No question on this application is intended to secure information to be used for such discrimination.

Office Locations:
Chicago, Denver, Indianapolis, Madison, Milwaukee, Minneapolis, Naples, Phoenix, San Diego, St. Louis, Tampa, Tucson, Washington D.C.

We are seeking an Electronic Records Specialist to join Quarles in any of our offices. The Electronic Records Specialist is responsible for coordinating electronic client file transfers, supporting incoming and outgoing records processes, performing document review and quality control, and managing matter closing and records retention project tracking. This position also supports records management procedures, assists with training Records staff, coordinates with IT Engineering and external vendors to resolve file transfer and database-related matters, and processes and maintains physical records in accordance with firm policies and procedures.

Grow Your Career at Quarles

At Quarles, your goals matter. We foster a collaborative, inclusive culture where your voice is heard and your growth is supported. Join a team that values creativity, flexibility, and shared success.

What We Offer:

• Supportive, adaptable work environment
• Career development through mentoring and training – Professional growth opportunities
• Competitive pay and comprehensive benefits

Be part of a firm where great people achieve great things—together.

Responsibilities/Duties:

• Manage electronic and physical records in accordance with firm policies and procedures, including:
  • Coordinate the transfer and destruction of offsite files in accordance with the firm’s Records Retention Policy .
• Coordinate large and complex electronic client file transfers , including :
  • Support firm-wide electronic file transfers , including lateral attorney transfers and incoming or outgoing client data transfers.
  • Communicate with internal and external stakeholders involved in electronic client file transfers .
  • Create and maintain matter - tracking spreadsheets to manage incoming data and Q&B client/matter information .
  • Coordinate and manage Everlaw/Disco databases for large file review projects .
  • Perform Records Department quality control reviews of outgoing files to ensure only authorized records are exported.
  • Prepare Share File exports for approved electronic file transfers.
  • Work with IT Engineers and Opensity on larger or more complex data-transfer requirements.
  • Participate in bi-weekly meetings with Opensity and prepare and distribute meeting minutes to Q&B and Opensity team members .
• Support the annual records retention project , including :
  • Generate and distribute Excel reports and cover communications to responsible attorneys , including CRLs, MSLs, and practice group chairs.
  • Track responses and coordinate file transfers and destruction with Records staff in other offices based on approved responses .
• Support the semi-annual matter closing project , including :
  • Generate and distribute Excel reports to responsible attorneys identifying matters that meet the designated inactivity parameters .
  • Track responses and submit approved matters for closure at both the matter and records levels in the database .
• Assist with Aderant/File Trail software updates and platform initiatives, including:
  • Assist with platform conversions and related initiatives, including Governance and Matter Mobility projects planned for 2027 – 2028 .
  • Manage vault records and update File Trail data as needed (Phoenix office only).
  • Process file check-ins and check-outs (Phoenix office only).
  • Maintain overflow file rooms and assist with file moves and large file-closing projects (Phoenix office only).
  • Create physical files, labels, and corresponding electronic file folders in Aderant (Phoenix office only).
  • Test and…