Senior Associate - Corporate Records Management

 

Location Designation: Hybrid - 3 days per week 

 

 

 

The role sits within the Risk Department's Corporate Records Management (CRM) function. CRM establishes and oversees recordkeeping requirements for New York Life's domestic and Canada operations to ensure information is managed in accordance with corporate policy and applicable legal and regulatory obligations.

 

The person would play a key role in managing and executing components of the CRM Program in partnership with internal stakeholders. This role requires demonstrated experience applying records and information governance requirements within a regulated financial services environment. The position collaborates with business areas to evaluate compliance practices, provide practical guidance, and strengthen governance across physical and electronic environments to promote consistent and defensible information management.

What You'll Do

Policy Compliance & Business Support

• Provide guidance to business areas to ensure compliance with the CRM Policy and retention requirements.
• Partner with business areas to review and update records management documentation, including retention schedules.
• Review business records management certifications of compliance with recordkeeping requirements and follow up as appropriate.
• Collaborate with stakeholders to assess the records management implications of enterprise AI tools and contribute to guidance to ensure compliance with retention and recordkeeping requirements.

Third-Party & Off-Site Storage Oversight

• Review requests from business areas to utilize third parties storing data to ensure adherence to New York Life's recordkeeping standards.
• Coordinate off-site storage administration and records destruction activities, including collaboration with vendors such as Iron Mountain.

Content & Records Systems Governance

• Support taxonomy governance within content management systems.
• Apply knowledge of content management systems (e.g., FileNet) and Microsoft 365 records management functionality (e.g., retention labels and policies) to promote compliant configuration and use.

Program Metrics & Reporting

• Assist with developing and track records management program metrics to measure compliance and operational effectiveness.

Process Improvement & Governance Documentation

• Participate in analyzing recordkeeping practices in collaboration with business partners, identify opportunities for improvement, and contribute to the development of governance documentation (procedures, standards, guidelines, and best practices).

Training & Program Support

• Support the rollout of records management training and update training materials as needed.

What You'll Bring

• Experience: Prior experience in records management within the insurance or financial services industry.
• At least five years of prior experience applying records and information governance principles and understanding legal/regulatory retention requirements within highly regulated financial services organizations.
• Prior experience with electronic document and content management systems (e.g., FileNet, OnBase, Smarsh Enterprise Archive, Purview).
• Prior experience supporting the implementation of records retention requirements within Microsoft 365 applications (e.g., SharePoint).
• Prior experience with off-site records storage operations and vendor management (e.g., Iron Mountain).
• Working knowledge of enterprise AI tools (e.g., ChatGPT, Microsoft Copilot, and Claude) and associated records retention considerations.
• Familiarity with the legal hold process.

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Pay Transparency

Salary Range: $100,000-$143,000 

Overtime eligible: Exempt 

Discretionary bonus eligible: Yes 

Sales bonus eligible: No 

Actual base salary will be determined based on several factors but not limited t