Deposition Officer (Professional Photocopier)

Location: California (On-site, Field-Based)

Notary License required

Job Summary

We are seeking a Deposition Officer (Professional Photocopier) to join our Record Retrieval team in California. In this role, you will act as the legally authorized representative to obtain records in response to subpoenas, in compliance with California, federal and applicable local rules. You will manage the full lifecycle of subpoena-based record retrieval from custodian outreach to declaration filing and secure delivery.

Key Responsibilities

• Serve as the Deposition Officer under California law for the subpoena of records.
• Deliver subpoenas (via mail) to record custodians, ensuring compliance with legal requirements.
• Coordinate with medical offices, law firms, insurance companies, and other record custodians to ensure timely and complete production of subpoenaed records.
• Track and follow up on records production and escalate delays or rejections promptly.
• Inspect and photocopy physical records when required at custodian premises, ensuring accurate and complete duplication.
• Handle electronic records using secure platforms and maintain confidentiality and chain-of-custody protocols.
• File necessary declarations or affidavits of compliance with the court.
• Maintain up-to-date logs of all actions taken in connection with each subpoena.
• Collaborate closely with offshore/centralized processing teams, client account managers, and legal professionals.

Required Qualifications

• Must be authorized and registered as a Professional Photocopier in California, and licensed as a notary in the state of California.
• At least 2 years of experience in record retrieval, subpoena processing, or legal support roles.
• Strong understanding of California Evidence Code, HIPAA, and subpoena procedures.
• Valid California driver’s license and reliable transportation for in-person pickups or deliveries.
• Excellent communication and interpersonal skills for dealing with custodians and clients.
• Ability to handle sensitive information with discretion and professionalism.
• Detail-oriented, organized, and able to manage multiple cases simultaneously.

Preferred Qualifications

• Prior experience working with insurance defense, medical malpractice, personal injury, or workers’ compensation cases.
• Familiarity with record retrieval software or document management systems.

Working Conditions

• This role may require frequent local travel across California.
• Must be comfortable visiting hospitals, clinics, law offices, and government agencies.

Why Join Us

• Be part of a dynamic and growing Record Retrieval team that plays a critical role in litigation and claims processes.
• Competitive compensation and mileage reimbursement.
• Supportive and collaborative work environment with cross-functional teams.