Boston Planning & Development Agency

**BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**

TITLE: RECORDS MANAGER

GRADE:   K                                                                                       STATUS:         EXEMPT

DEPARTMENT/DIVISION:  ADMINISTRATION/COMPLIANCE

SUMMARY OF RESPONSIBILITIES:  Under the general direction of the Director of Compliance and Administration, works as a member of a team of professionals responsible for the records and archival management of all BRA and EDIC (BPDA) records. The archival responsibilities include hands on supervision of retrieving, appraising, organizing and preserving closed agency records in a state-of-the-art records warehouse.  The records management responsibilities include collaborating with BPDA MIS department, the legal team and department heads to create and implement agency wide policies and procedures for all agency employees in order to standardize the retention and storage of both electronic and paper records.  Also responsible for employee training to standardize record retention and file closing procedures and creating quality control and record retrieval procedures.

GENERAL DUTIES AND RESPONSIBILITIES:
The general duties and responsibilities of the position are included in but not limited to the information listed below.

• Analyze and evaluate current records management policies, procedures and processes, and develop and implement recommendations for improvements.
• Evaluate user needs based on assessments of records, processes, storage, interviews with users, and reviews of current methods and procedures and develops and helps implement action plans for improvement.
• Coordinate file conversions.
• Design and implement records keeping systems such as electronic repositories, taxonomies, classification schemes, and controlled vocabularies to aid users in meeting requirements for access, retention, disposition and protection of information.
• Maintain BPDA Agency materials by department, business process, name of project, or account.
• Standardize and maintain BPDA records in accordance with procedures as needed.
• Organize closed files and standardize location and retrieval of existing records.
• Work with Agency managers to develop protocols for the archiving of emails and paper and electronic documents.
• Prepare record-keeping systems and procedures for archival research and for the retention or destruction of records.
• Perform outreach to the public and other organizations to ensure that BPDA archival material is available to researchers.
• Perform data entry and quality control review; manage and maintain database for BRA records.
• Consolidate information related to all material stored off-site into one database.
• Manage off-site storage vendor contract and coordinate with vendor as needed.
• Advise users on how best to access, use and interpret archives, often through internal training courses.
• Train staff on the archiving policies and on the use of electronic archiving systems and databases.
• Adhere to all City of Boston, BPDA, and State procedures and guidelines for records management and retention including electronic records and emails.
• Work with the City of Boston Archives to ensure consistency when applicable. Research and implement records management best practices.
• Train staff, implement and conduct searches for stored information; identify, locate, and retrieve information and materials.
• Ensure timely response to all information/material requests. Maintain accurate and up-to-date charge out system. Follow up on charged out materials.
• Familiarity with BOX for Record Management and retrieval strongly recommended.
• Maintain confidentiality and integrity of all information.
• Supervise staff and interns as assigned.
• Perform additional duties as required.

QUALIFICATIONS:

Master’s degree in Library Sciences (MLS) and a Records Management Certificate preferred. Significant and directly relevant experience may be substituted for all or part of the degree preference.  Graduate degree in Records Management, Management Information Systems, Business Administration, Public Administration, Public Administration, or related field may substitute for some of the required experience.  Must have knowledge of electronic and paper records management practices and excellent collaborative skills.  Five (5) years of progressive full-time records management, government records, municipal or state records, information systems, process analysis or related experience. One (1) year of experience developing and maintaining records retention schedules, policies, and procedures. Must also have digitization experience. Experience may be concurrent. Two or more years of direct staff supervising experience is preferred. Experience developing and implementing policy and strategic planning highly desirable.

Must be able to follow complex instruction and exercise good judgment based on the information available. This position requires the ability to effectively work in a team environment and manage others. Must be able to implement a program throughout the agency.  Must be comfortable with the latest technology and IT functions and capable of designing and implementing electronic and paper document management system.  Must have data entry skills and proficiency with word processing, spreadsheets and database software.  Must be self-motivated with the ability to train staff and implement new policies.  Must be customer service oriented.  Must have no airborne allergies.

WORK ENVIRONMENT:

Works in office setting and archival facility (warehouse type environment).

PHYSICAL REQUIREMENTS:

Frequent lifting, carrying and positioning of boxes weighing 40 pounds; frequent standing, walking, climbing.

SCOPE:

Not applicable.

**BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**