Records Management Specialist

Company Description

AETOS LLC is a Minority Owned CVE Certified Service Disabled Veteran Owned Small Business (SDVOSB) providing information technology solutions focused on building a business that is customer-centered and performance-oriented. At Aetos, we specialize in developing IT solutions to optimize functionality and efficiencies for government and commercial clients to meet their business needs.

Job Description

Records Management Position Requirements:

The candidate will be responsible for maintaining and enhancing an established compliant Records Management System (RMS) in M365 SharePoint environment. The candidate must be knowledgeable of the capabilities inherent to an M365 platform, to include Purview, that apply to creating a compliant records management environment. Candidate must have knowledge of the following :

• Metadata and how to effectively apply this in SharePoint
• The creation and management of a taxonomy of Record Series Codes (RSC)
• Security access controls
• The organization of Case Files
• The application of records retention rules and disposition policies.
• Candidate must be able to design and implement the configuration of the RMS in regard to how records are ingested and how security controls will be applied.

Candidate must have a working knowledge of DOD 5015.02 standards as criteria for establishing a compliant records management environment and must also understand the concept of litigation hold requests, FOIA, and audit and business need hold requests. Candidate must also understand the concept of communicating with NARA to align with NARA policies. Candidate will be required to create and respond to communications for and from all types of functional and technical customers through a variety of formats such as conference calls, emails, NARA taskers and directives, Service Hold Requests, File Plans and annual NARA requests regarding records managed by and for the client. An example would be addressing the NARA directive to perform an annual Records Management Program (RMP) assessment survey  and submit to NARA’s ePortal. 

Candidate will be responsible for maintaining a Record Maintenance Support process and System Maintenance Support process that provides ongoing RM support to assess problems, seek process improvements and adhere to Federal Regulations. Candidate will work with client to establish internal policy and other governance to ensure the following are addressed in the time and/or manner specified/acceptable by the appropriate authority: 

• Advise in Agency-wide Annual RM Training.  

• Assess and embed RM capabilities in the design of current, or new systems. 

• Create and maintain RM Governance Policy and Guidance. 

• Respond to RM related inquiries (24 hours). 

• Respond and support any requests for information needed because of audit or internal or external analysis. 

• Respond to NARA inquiries and surveys. 

• Implement revisions to records retention schedule. 

• Provide support to incidents or inquiries related to various matters related to the Agency’s RM program to include but not limited to records security, records transitioning, incidents-damaged, lost-spillage, RMS, and archiving.  

• Provide administrative support and guidance for creating and maintain current file plans and associated taxonomy to better enable configuration of systems retaining Agency’s records. 

The candidate will work closely with the client’s Record Manager and/or Records Owners the following actions will be implemented to maintain system support: 

• Implement steps that include identifying and maintaining a current list of staff responsible completing files, training designated staff how to complete records file plan, tracking designated staff for ongoing reference. 

• Refer to completed Files Plans or like documents to assess how best to configure/automate SharePoint Purview and SharePoint collaboration sites to manage recordkeeping and non-recordkeeping records in a secure manner, and when applicable the routing of permanent records to NARA. 

• Identify and prioritize records for transition to SharePoint such as Finance, Personnel and Audit related supporting documents. 

• Develop an Agency-wide RM awareness training program. 
• Establish forums that enables Records Liaisons, Records Custodians or staff in similar roles to communicate in a practical/efficient manner. For example, FAQ Web Site, and Brown Bag Meetings.  

• Issue taskers or similar requests periodically (at a minimum every 12 month) to Process Owners/Records Liaisons to review if information applicable to them in the Agency’s Records Retention Schedule-and Records File Plans is accurate/relevant/current.  

• Hold weekly meetings (at a minimum) with Records Management Office to discuss issuances/changes from NARA or other authorities within DoD

• Ensure client record support system is on NARA’s notification list to be kept informed of any activity that impacts clients RM program to include but not limited to training, updates to NARA tools for submission of SF115s and SF135s. 

• Attend meetings and/or training as required to stay abreast of changes to clients record management system, NARA record management guideline
• Help implement the findings from NARA Self-Assessments where clients Record Management Program needs to improve such as with implementation of a RM training program; in-out processing protocol to ensure key records especially at the senior level are preserved; embedding RM in the Agency’s vital records program; web site RM, email management and when applicable social media. 

Qualifications

• Bachelors degree in related field from an accredited institution
• Must be able to pass DoD Public Trust background check
• Preference to candidates who have an active CAC or have possessed one in the last few years
• Must be available to work M-F 800 am to 500 pm EST
• Must be available for possible travel up to 1 week per year.
• Minimum five (5) years’ experience managing records management programs.

Additional Information

• Applicants must be authorized to work for any employer in the U.S. and reside in the U.S.

All your information will be kept confidential according to EEO guidelines.