Position Overview & Specifications
Overview
To oversee the firm’s compliance with document management policies and procedures (including those defined as “records”). Act as Records Manager for Walter Scott. Assist in Business Governance roles as required.
Records Inventory & Classification:
Ensure records are handled in compliance with policies and procedures.
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.
Retention Scheduling:
Responsible for record destructions and deletions – delegating associated administrative processes to DMCs where appropriate.
Governance:
Produce management information and meeting pack content for the Document Management Group (“DMG”) and Operations Committee.
Identify and escalate issues.
Work with Data Lifecycle Management (“DLM”) team:
Attend quarterly RMC forums and report back to DMG.
Complete Annual Records Management Self-Assessment and any self-identified remediation actions by the due date.
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.
Technical Skills, Knowledge, Systems Knowledge (and associated skill level)
Experience using Microsoft Office suite (particularly excel).
Experience and knowledge of the principles and practice of Records Management.
Experience using a Document Management System (desirable but not essential).
Background in Financial Services (desirable but not essential).
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.
Employer Description:
For over 230 years, the people of BNY Mellon have been at the forefront of finance, expanding the financial markets while supporting investors throughout the investment lifecycle. BNY Mellon can act as a single point of contact for clients looking to create, trade, hold, manage, service, distribute or restructure investments and safeguards nearly one-fifth of the world's financial assets. BNY Mellon remains one of the safest, most trusted and admired companies. Every day our employees make their mark by helping clients better manage and service their financial assets around the world. Whether providing financial services for institutions, corporations or individual investors, clients count on the people of BNY Mellon across time zones and in 35 countries and more than 100 markets. It's the collective ambition, innovative thinking and exceptionally focused client service paired with a commitment to doing what is right that continues to set us apart. Make your mark: bnymellon.com/careers.
To oversee the firm’s compliance with document management policies and procedures (including those defined as “records”). Act as Records Manager for Walter Scott. Assist in Business Governance roles as required.
Records Inventory & Classification:
Ensure records are handled in compliance with policies and procedures.
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.
Retention Scheduling:
Responsible for record destructions and deletions – delegating associated administrative processes to DMCs where appropriate.
Governance:
Produce management information and meeting pack content for the Document Management Group (“DMG”) and Operations Committee.
Identify and escalate issues.
Work with Data Lifecycle Management (“DLM”) team:
Attend quarterly RMC forums and report back to DMG.
Complete Annual Records Management Self-Assessment and any self-identified remediation actions by the due date.
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.
Technical Skills, Knowledge, Systems Knowledge (and associated skill level)
Experience using Microsoft Office suite (particularly excel).
Experience and knowledge of the principles and practice of Records Management.
Experience using a Document Management System (desirable but not essential).
Background in Financial Services (desirable but not essential).
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.
Employer Description:
For over 230 years, the people of BNY Mellon have been at the forefront of finance, expanding the financial markets while supporting investors throughout the investment lifecycle. BNY Mellon can act as a single point of contact for clients looking to create, trade, hold, manage, service, distribute or restructure investments and safeguards nearly one-fifth of the world's financial assets. BNY Mellon remains one of the safest, most trusted and admired companies. Every day our employees make their mark by helping clients better manage and service their financial assets around the world. Whether providing financial services for institutions, corporations or individual investors, clients count on the people of BNY Mellon across time zones and in 35 countries and more than 100 markets. It's the collective ambition, innovative thinking and exceptionally focused client service paired with a commitment to doing what is right that continues to set us apart. Make your mark: bnymellon.com/careers.