Job Description

Job Description

Job Description

Position Summary

The Records Administrator is responsible for coordinating enterprise-wide records and information management utilizing NBU’s systems and solutions in accordance with federal, state, and local law. The Records Administrator assists with overseeing records management for all NBU departments and administering NBU’s Public Information Act Program.

Essential Duties & Responsibilities

SUMMARY:

The Records Administrator is responsible for coordinating enterprise-wide records and information management utilizing NBU’s systems and solutions, including but not limited to:

• Educating, guiding and enforcing the company's RIM Program, policies, and procedures, to ensure all departments are in compliance with the standards set forth in federal, state, and local laws and regulations.

• Assisting in the management of the full record life-cycle for all company records.

• Assisting in the utilization of NBU’s systems and solutions in accordance with the federal, state and local law for both physical and electronic company records.

• Performing records discovery, research, and retrieval functions to include managing appropriate record chain of custody.

• Creating and maintaining detailed record inventories; using the inventories to build user-friendly Record Maps, departmental record retention documentation, technical specification documentation for upcoming projects, and other technical or training materials.

• Analyzing and assisting in the management, and control of existing and emerging risks as it relates to record management and retention.

• Maintaining and assisting in the management of NBU records using an approved Electronic Document & Records Management System (EDRMS) for record storage.

• Assisting in the supervision of resource tasks assignments, training, and project management to meet deadlines and oversee priorities.

• Assisting with Public Information Act requests by gathering responsive documents in a timely fashion, reviewing records to identify exceptions and communicating with requestors accordingly.

DESCRIPTIONS:

Records & Information Management:

• Compliance: Maintaining NBU company records following the standards of the RIM Program, policies and procedures, and working to ensure compliance by NBU to the federal, state, and local laws and regulations. This includes having detailed familiarity with the Texas State Library and Archives Commission (TSLAC) website, retention schedules, standards, and guidelines.

• Record Life-Cycle Management: Assisting in the management of the record life-cycle by monitoring and maintaining the company’s full record life-cycle for both physical and electronic company records.

• Physical Records Management: Ensuring physical records are properly stored, indexed, digitized, and destroyed according to the policies and procedures of the RIM Program and Record Retention Schedules. Some duties include the following:

- Classifying, boxing, labeling, and indexing physical records so that they can be transported to an approved record storage facility.

- Assisting with the proper transportation of records to include lifting, carrying, moving boxes up and down stairs, and to and from shelving in a safe and secure manner.

- Record tracking to include a record activity log that monitors physical record check-ins and check-outs from the storage facilities, while ensuring proper custodianship of the records throughout the process.

- Scanning of physical records for the purpose of reducing paper and ensuring proper preservation in the approved EDRMS.

- Creating, and following physical records handling and storage controls to ensure the security, confidentiality, and proper preservation of company records.

- Coordinating all physical record disposition activities to include record destruction and maintenance of disposition tracking logs.

- Assisting in the creation and maintenance of an Emergency Management Plan for disaster recovery and emergency preparedness for all physical records, considering different scenarios of emergency types.

• Electronic Records Management: Ensuring electronic records are properly stored, classified, and filed in the appropriate approved EDRMS. Ensuring electronic record disposition is completed using the appropriate process, based on the EDRMS the records are stored in, while following the policies and procedures of the RIM Program and Record Retention Schedules. Some duties include the following:

- Acting as a liaison between departments to ensure proper and consistent utilization of the approved EDRMS, with the intent to reduce paper records; ensure compliance with federal, state, and local laws and regulations; centralize record storage; and to improve ease of access to records.

- Assisting in the development, implementation, and maintenance of an electronic record disposition process and ensuring proper tracking and destruction of all applicable electronic records that meet destruction requirements.

- Reviewing and validating record data quality, to include auditing of metadata, reviewing of record and associated image files, proper classification, and storage placement accuracy.

- Working with departments to create valuable electronic filing systems in the appropriate approved EDRMS, assigning record retention rules, and applying automation where applicable.

- Working with the IT department to assist in the creation, maintenance and implementation of the Emergency Management Plan for disaster recovery and emergency preparedness for all electronic records, considering different scenarios of emergency types.

• Search & Discovery: Supporting business needs regarding search and discovery requests submitted to the RIM/PIA Team. These requests consist of general record discoveries to locate specific records stored in an approved EDRMS or physical storage location; Public Information Requests, where discovery is under short and critical turn-around times; Legal Hold Records to protect records from unlawful disposition or changes to metadata that should be locked for legal reasons; and records needed for auditors to satisfy audit requirements.

• Record Inventories and Mapping: Working with departments to identify record inventories and to document associated file structures, record retention schedules, required metadata fields, and other development planning tasks by using Smartsheets and creating mockups using Microsoft Visio. Some duties include the following:

- Creating detailed logs of record inventories (Record Maps) to gain an understanding of department data storage requirements, to create record retention documentation and other training material that will be used as baselines for future data metric measurements and more.

- Updating information asset inventories and performing regular validation audits to ensure data and assets are being managed appropriately, are properly classified, and stored in an approved EDRMS or physical storage location.

- Creating and maintaining a discoverable inventory log of company records that is litigation ready in the event of legal action requiring information about NBU Records and our record-handling policies, processes and procedures.

- Working with Data Strategy’s System Administrator in analyzing legal systems for potential data migration opportunities.

- Performing routine electronic records audits to ensure compliance with the RIM Program, policies, and procedures, and compliance with federal, state and local laws.

- o Performing quality control checks on scanned documents to ensure readability and accuracy in the scanning process.

Public Information Act.

• Public Information Requests: Assisting with responding to requests received for information subject to the Public Information Act, to include the following tasks:

- Responding to the requestor to clarify or narrow the request as needed to appropriately respond.

- Preparing and sending cost estimates when necessary.

- Gathering responsive documents from the appropriate NBU custodian(s).

- Assisting in the review and identification of documents subject to exception and/or requiring an opinion from the Attorney General.

- Sending responsive documents, that are not subject to exception, to the requestor once approved.

- Ensuring deadlines are met for any and all action items.

- Assisting with educating, guiding and enforcing the Public Information Act Program, policies, and procedures, to ensure all departments are in compliance with the standards set forth in federal, state, and local laws and regulations.

- Assisting with managing NBU’s public information web portal and email account and providing technical support to NBU legal staff and external customers.

Other/Administrative:

• Performing moderately complex work assignments and problem resolution within a single system, process, or channel.

• Assisting in collecting metrics and preparing reports for management and Executive Officers.

• Participating in conference calls and/or visiting with vendors, internal customers, and/or company representatives.

• Assisting in developing training materials for employees in the management and preservation of electronic records.

• Creating and hosting training sessions for NBU employees.

• Performing frequent data entry and data audits.

• Assisting in managing ticket queues and providing records management support, as requested.

• Maintaining confidentiality and privacy of record information.

• Performing all assigned tasks and completing milestone goals. Includes project management tasks, prioritization, time- management skills, and tracking project status, task assignments, and deadline tracking.

• Assisting management with RIM/PIA Team annual budgeting.

• Leading discussions with cross-functional teams and presenting in front of small and large groups of people.

• Performing root cause analysis to identify opportunities and strengthen controls to reduce risks to data quality.

• Aligning best practices with business requirements/needs and planning for future growth.

• Being a champion of the RIM/PIA Team goals and objectives and supporting the delivery of information in accordance with data management practices.

• Other duties as assigned.

GENERAL RESPONSIBILITIES:

• Maintain regular attendance; leave schedule should be managed so as to not interfere with ability to accomplish tasks, including special projects and assignments with deadlines.

• Adhere to NBU policies and procedures, as well as safety guidelines and practices, at all times.

• Maintain a clean and safe work area, office, field site, and/or vehicle as applicable.

• Develop and maintain effective customer service skills for communications with co-workers, customers, and the public in general.

• Maintain strict confidentiality of company, employee, and customer information in written and oral communications and safeguard sensitive documents.

• Exemplify NBU Core Values of Safety, Team, Integrity, Culture, and Stewardship.

• Participate in and support initiatives to reach annual NBU Performance Measures.

Formal Education and Work Experience Requirements

- Degree/Diploma Obtained: Associates

-Work Experience Time Frame: One Year or More Field of Study: Business

- Other: 3+ years' paralegal experience may substitute for Associates Degree

Certification and Licensures Requirements

- Paralegal certificate or Paralegal Associates degree preferred

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