Records Manager

General Description

The purpose of this job within the organization is to exercise overall management responsibility for the City Records Management Program. The position serves as the technical records information management expert responsible for determining regulatory and administrative requirements for records information in accordance with adopted retention schedules and applicable policies and local, state, and federal laws. Position would work with functional office and department personnel to determine needs for creating records filing systems and the processes for storage, retrieval, disposition and destruction of City records information.

The position is given general supervision, independently developing work methods and sequences.

Essential Functions:

• Responsible for design, development and ongoing support and maintenance of comprehensive electronic document management system (Laserfiche), making document repository accessible within the organization for greater efficiencies; inclusive but not limited to contract routing, creation of office and department forms for process improvements, eliminate document redundancy, version management, archiving, document of record compliance and managing retention schedules.

• Responsible for crafting and implementing Comprehensive Records Management (CRM) policies establishing the framework of rules and guidelines for all City records throughout their lifecycle, including creation, access, use, storage, retention and disposition, to ensure legal obligations, regulatory requirements, and operational needs are met for records, including accountable recordkeeping practices.

• Communicate (CRM) policies and provide training and education programs for users on responsibilities for compliance with records management policies and procedures and relevant laws and regulations and business needs.

• Responsible for the centralized records center and archives repository services for inactive and archival records.

• Develop policies, standards, and guidelines, and procedures to ensure records in the (RCA) are adequately protected, managed and tracked throughout their life cycle; and destroyed promptly upon the expiration of authorized retention periods.

• Establish and monitor compliance with standards for records storage equipment in all City offices and departments.

• Conduct annual record audits confirming records integrity and usability.

• In coordination with responsible offices and departments, develop and maintain a City-Wide records inventory, identify vital records; maintain a records disaster recovery plan.

• Ensure that legal obligations are met for the creation and retention of both paper and electronic records; includes identifying which records are to be preserved for historical and research purposes and which should be destroyed.

• Assists in managing the Public Information Requests.

• Performs related work as assigned.