Director, Records Management

SUMMARY Works with departments across the College to analyze their needs and provide guidance in the total life cycle of records including the set up and maintenance of both manual and automated records systems, classification, retention and storage of records, and preparation of records for destruction. ESSENTIAL FUNCTIONS Directs the records retention activities for the College. Leads audits of information created and stored within the College. Maintains current knowledge of applicable laws and regulations in the areas of records retention, dissemination, access, storage, and disposal of obsolete records. Ensures records management activities are conducted in accordance with established College policies and procedures, Ohio Public Records Act, and applicable laws and regulations. Supervises, coaches, and assesses the performance of assigned staff. Serves as the department’s Budget Unit Leader Continually evaluates new methods, techniques, and state-of-the-art automated technologies to enhance records maintenance and makes recommendations for implementation at the College. Collaborates with the Information Technology Systems department regarding the use of electronic storage options and the implementation of records management applications. Evaluates and recommends purchases of records management equipment. Leads the development, implementation and enforcement of policies and procedures related to the College Records retention schedules and coordinates with the College's Records Administration Committee Collaborates with Risk Management to ensure the College's vital records protection and disaster contingency plans are up to date for effective response to events which threaten loss of data or physical destruction of records. Monitors environmental conditions of storage areas in order to determine potential threats to permanent records and other records in storage. Works with the Procurement Department regarding management of associated contracts Develops and maintains a master schedule and database for the control and retrieval of all College's records including but not limited to lifecycle and retention periods, formats, access security, etc. Develops and maintains a database or glossary of official terminologies and expressions meaningful to the business of the College. Facilitates the transfer of records into storage by advising departments of retention periods for their records, reviewing inventories, and arranging for the physical pack-up and transfer of records. Protects the confidentiality of records in the custody of the records management process. Responds to inquiries regarding records administration and provides timely responses to information requests, including public records requests. Works with Legal as appropriate and may represent the College in legal proceedings. Develops and generates reports for management. Provides training to promote records management and information security to all employees, including records management program training. Coordinates user training for associated records management software Performs other duties as assigned.