Records Manager

About the Role

This position exercises overall management responsibility for the City Records Management Program, serving as the technical records information management expert. The role ensures regulatory and administrative requirements for records information are met in accordance with adopted retention schedules and applicable local, state, and federal laws. The position works with functional office and department personnel to determine needs for creating records filing systems and processes for storage, retrieval, disposition, and destruction of City records.

Responsibilities

• Design, develop, and maintain a comprehensive electronic document management system (Laserfiche), ensuring accessibility within the organization for greater efficiencies. This includes contract routing, creating office and department forms for process improvements, eliminating document redundancy, version management, archiving, document compliance, and managing retention schedules.
• Craft and implement Comprehensive Records Management (CRM) policies, establishing rules and guidelines for all City records throughout their lifecycle (creation, access, use, storage, retention, and disposition) to meet legal obligations, regulatory requirements, and operational needs.
• Communicate CRM policies and provide training and education programs for users on compliance with records management policies, procedures, and relevant laws.
• Oversee the centralized records center and archives repository services for inactive and archival records.
• Develop policies, standards, guidelines, and procedures to ensure records in the Records Center and Archives (RCA) are adequately protected, managed, and tracked throughout their lifecycle, including prompt destruction upon 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 to confirm records integrity and usability.
• Develop and maintain a City-wide records inventory in coordination with responsible offices and departments, identify vital records, and maintain a records disaster recovery plan.
• Ensure legal obligations are met for the creation and retention of both paper and electronic records, including identifying records to be preserved for historical and research purposes and those to be destroyed.
• Assist in managing Public Information Requests.
• Perform related work as assigned.