We are seeking an experienced Records Management SME to join a fantastic client of ours in the data protection space. This role is essential in ensuring that their organization's records management policies, processes, and systems are aligned with industry standards, legal requirements, and best practices.
Key Responsibilities
Records Management Strategy and Implementation
- Policy Development: Lead the development and refinement of records management policies, ensuring compliance with industry regulations, legal requirements, and organizational goals.
- Framework Design: Design, implement, and maintain an effective records management framework, including classification schemes, retention schedules, and disposition processes.
- Technology Integration: Collaborate with IT and technology teams to integrate records management solutions into existing systems such as SharePoint, Microsoft Purview, or other ECM (Enterprise Content Management) platforms.
Compliance and Governance
- Regulatory Compliance: Ensure that all records management practices are compliant with relevant laws and regulations, including GDPR, HIPAA, or other applicable legal standards.
- Audit Support: Manage records audits and assessments to ensure proper documentation, security, and retention practices are being followed.
- Data Security and Privacy: Implement and enforce best practices for the security, confidentiality, and integrity of records, working closely with legal and compliance teams.
Records Lifecycle Management
- Retention and Disposition: Define and manage retention schedules for both physical and electronic records, ensuring that obsolete records are appropriately disposed of or archived.
- Classification and Metadata Management: Develop and maintain classification systems and metadata standards to ensure records are accurately tagged and easily retrievable.
Training and Support
- User Training: Provide training and support to employees on records management policies, procedures, and technology tools.
- Guidance and Best Practices: Act as the primary point of contact for guidance on records management issues, providing expert advice to ensure best practices are followed throughout the organization.
Risk Management and Business Continuity
- Risk Mitigation: Identify and mitigate risks related to records management, such as non-compliance, data breaches, or loss of critical records.
- Disaster Recovery Planning: Work closely with the business continuity team to ensure records are preserved in the event of a disaster, and recovery plans are in place.
Continuous Improvement and Innovation
- Process Optimization: Continuously assess and improve records management processes to increase efficiency, reduce risk, and adapt to evolving regulatory and business needs.
- Stay Current on Industry Trends: Stay up to date on the latest developments in records management technology, legal requirements, and industry best practices, recommending and implementing improvements as necessary.
Qualifications and Skills
- Required:
- A minimum of 7 years of experience in records management, preferably in a highly regulated industry such as finance, healthcare, or legal.
- In-depth knowledge of records management regulations (GDPR, HIPAA, etc.) and standards (ISO 15489, DoD 5015.2).
- Proven experience with records management systems such as Microsoft Purview, SharePoint, OpenText, or other ECM platforms.
- Experience in developing and implementing records retention schedules, classification systems, and policies.
- Strong understanding of information governance, risk management, and compliance.
- Excellent communication and leadership skills with the ability to engage and train users at all levels of the organization.
- Ability to manage multiple projects and initiatives simultaneously while meeting deadlines.
- Preferred:
- Professional certification in records management (e.g., Certified Records Manager (CRM), Information Governance Professional (IGP), or Certified Information Professional (CIP)).
- Experience in digital transformation initiatives related to records management.
- Knowledge of eDiscovery processes and tools.