Records Management Technician

PHMC is proud to be a leader in public health. PHMC requires that all employees are fully vaccinated with the Covid-19 vaccine before the first day of employment.

Position Summary

PHMC is seeking a detail-oriented Records Management Technician to support the newly established Records Management Program, assisting in the accurate classification, retrieval, and digitization of records across the Greater Philadelphia area. Reporting to the Director of Records Management, this hands-on role will focus on the execution of data classification, secure transportation and storage of physical records, and the implementation of document retention policies using Microsoft SharePoint. This role requires an individual who is comfortable working with both paper and digital records and is committed to maintaining a strict chain of custody protocol. The Records Management Technician will also play a key role in identifying paper processes that could be digitized or improved, supporting PHMC’s ongoing efforts to transition to a more digitalfirst records management environment.

Key Responsibilities

• Data Classification and Records Handling
• Classify and label records according to PHMC’s Document Classification and Retention Matrix, ensuring proper categorization by type, sensitivity, and retention requirements.
• Support the enforcement of classification standards across all records, including medical, financial, HR, and legal documents.
• Work closely with departments to ensure that records are accurately classified upon receipt or creation.
• Records Retrieval and Transportation
• Drive a company vehicle to PHMC’s various locations across the Greater Philadelphia area to retrieve, transport, and deliver records safely.
• Maintain chain of custody for all records in transit, ensuring secure handling, accurate logging, and proper documentation.
• Adhere to all PHMC policies related to the transportation and security of sensitive records.
• Physical Records Storage and Management
• Oversee the organization and secure storage of paper records in compliance with PHMC’s records retention policies.
• Monitor and maintain storage areas, ensuring they meet environmental and security standards to protect the integrity of physical records.
• Regularly audit storage locations to confirm records are securely stored, organized, and accessible for retrieval when needed.
• Digital Records and SharePoint Management
• Use Microsoft SharePoint to implement document retention policies, ensuring digital records are stored, labeled, and retained per policy.
• Maintain accurate metadata and tagging for digital records, making them easy to retrieve and track.
• Support departments in understanding and following digital retention protocols, ensuring compliance with PHMC’s document management policies.
• Digitization and Process Improvement
• Assist in the digitization of paper records, scanning and uploading documents to SharePoint, and ensuring accurate digital filing.
• Identify paper-based processes that could be transitioned to digital workflows, reporting findings and suggestions to the Director for potential solutions.
• Collaborate with departments to promote efficient digital alternatives for document management and reduce reliance on paper.
• Compliance and Recordkeeping Integrity
• Ensure all records management activities adhere to PHMC’s data classification, retention, and security policies.
• Monitor the retention schedules for both digital and physical records, coordinating secure destruction or archiving as scheduled.
• Document and report any issues or discrepancies in record handling to the Director to maintain program compliance and accountability.
  
  
  

Qualifications

Education and Experience:

• High school diploma or equivalent;
• Associate degree or coursework in records management, information technology, or a related field is preferred.
• 1-3 years of experience in records management, document handling, or a related field, with knowledge of both paper and digital recordkeeping practices.
• Valid driver’s license and clean driving record; must be able to drive a corporate vehicle to multiple PHMC locations.
  
  
  

Skills and Competencies:

• Attention to Detail: Strong focus on accuracy and organization, particularly in records classification, labeling, and transportation.
• Technical Proficiency: Comfortable using Microsoft SharePoint or similar document management systems for classification and retention management.
• Physical Records Management: Knowledge of secure storage practices, chain
  
  
  

of custody protocols, and paper records handling.

• Digitization and Workflow Improvement: Ability to identify opportunities for digitizing paper processes and improve overall records management efficiency.
• Communication Skills: Clear communicator with the ability to work collaboratively with colleagues across multiple departments and locations.
  
  
  

Why Join PHMC?

As a Records Management Technician, you will play a vital role in supporting PHMC’s

mission to streamline and secure information management. This position offers a unique

opportunity to work in both paper and digital environments, gain experience with Microsoft

SharePoint, and contribute to a modern, enterprise-wide records management initiative.

PHMC offers competitive benefits, professional development opportunities, and the

chance to be part of a team dedicated to impactful public health services in the Greater

Philadelphia area.

Join PHMC to make a difference in transforming information management in

healthcare!