Director of Records Management and Archives

Job Summary

Reporting to the Director of Information Management, the Director of Records Management and Archives is responsible for administration of the Records Management department by overseeing the development, supervision, and daily operations of the department, its offices, programs, services, and personnel. This position serves as the College’s Records Management Officer (RMO), as designated in Board policy CIA (local) and required under Section of the Texas Local Government Code. Primary Duties and Responsibilities Essential Performance Requirements

• Collaborates with the College Board of Trustees, administrators, and general counsel to establish policies, regulations, processes, and procedures for operating and sustaining the records management program
• Establishes and deploys secure and cost-efficient standards, guidelines, processes and procedures that formally govern the creation, use, security, storage, maintenance, preservation, and final disposition of College records
• Assists in fulfilling the College’s recordkeeping obligations in accordance with provisions of the Local Government Records Act and the administrative rules adopted under it by the Texas State Library and Archives Commission
• Provides training and assistance to the College community to reduce costs and improve the efficiency of recordkeeping
• Disseminates pertinent information concerning the policies, regulations, rules, and laws that govern management of record assets
• Proactively mitigates the potential for damage or loss of document and record materials containing information of essential, historical, and permanent value by identifying and taking adequate steps to protect and preserve them
• Maintains record access authorization, legal hold, and chain-of-custody protocols and coordinates timely release of record copies for legal and public information requests
• Appraises and categorizes document and record materials for optimal creation, delivery, and retrieval as well as access, use, maintenance, security, storage, preservation, retention, and final disposition requirements to prepare, amend, and publish control schedules that list the College’s records, their retention, and final disposition requirements
• Collaborates with College administrators, program heads, project managers, information security, emergency management, public information, records custodians, and other pertinent stakeholders to ensure recordkeeping requirements are considered before retiring old software systems and when selecting, planning, building, and implementing new electronic records and information systems

General Supervision and Management

Service Excellence

Supervision Works under the general supervision of the Director of Information Management

Preferred Qualifications

Knowledge, Skills and Abilities

Physical Demands and Work Environment Physical Demands The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to stand, walk, and climb or balance. The employee must occasionally lift and / or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Work Environment The work environment characteristics described here are representatives of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee occasionally works near moving mechanical parts and is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually quiet. Accommodations Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.