10025772 Outsourced Senior Records Position Title: Analyst Company Iron Mountain Name: Industry: Other Job Function:

Records Management April 19, 2012 Entry Level: No Posted: Dallas, Texas, 75201, United Full-Time Job Type: States Job Duration: Indefinite New York, New York, 10001, Min Education: Associates Degree United States Min Experience: 2-3 Years Chicago, Illinois, 60601, Required Travel:0-10% United States Location(s): Kansas City, Missouri, 64101, United States San Francisco, California, 94101, United States Atlanta, Georgia, 30301, United States Company: Iron Mountain view full company profile Job ID:

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Job Description
Locations: 6 Locations across the country: Atlanta, GA - Dallas, TX - New York, NY Kansas City, MO - Chicago, IL - San Francisco, CA Introduction As Sr. Records Analyst within an assigned Division or Office, the employee will perform a variety of administrative, technical, and analytical functions related to records and information management (RIM), including records scheduling and disposition, participation in related training and implementation; off-site records storage; management of Division/Office electronic records; database management; and file maintenance. The Sr. Records Analyst will serve as

a point of contact between the assigned Division/Office, Regional Offices and Headquarters on matters pertaining to records and information management. DUTIES General

Works closely with Division management, leadership and Staff to fulfill the mission and objectives stated in the Corporations Records and Information Management Policy. Acts as the responsible party for day-to-day records and information management within the assigned Division. Provides feedback to the Corporate Records Officer and records management leadership on the efficiency and potential improvement of records and information management-related materials activities and training. Ensures that up-to-date records and information management resources are readily available to personnel within the assigned Division. This requires regular contact with the records management leadership and staff. Collaborates with Sr. Records Analysts representing other Divisions to minimize overlap in the retention of official corporate records and ensure the availability of documents, when necessary, across business functions. Responds to reference requests by conducting research into multiple sources for information and providing identification and location of the records needed to fill the requests.

Coordination

Delivers training material to Division personnel in the form of in-person instructional sessions. Attends to administrative duties associated with the facilitation of training such as sending out notification to necessary personnel, reserving class room space, gathering/reproducing materials for distribution, tracking attendance and issuing notification of course completion. Facilitates record "Clean-Up Days" for the assigned Division. This includes, but is not limited to, gathering/distributing instructional materials, securing shred bins from authorized vendor, holding a "kick-off session at the beginning of the activity, answering any questions from personnel that arise, preparing paper documents for offsite storage, and confirming the volume of paper/electronic materials disposed of by the Division. Notifies Human Resources, the Records Management Unit, and if necessary, the Legal Division of personnel changes that result in the termination/departure of an employee. Stands ready to collect information relating to the storage of paper and electronic documents essential to Division operations for assimilation into the general file structure. May also be called to collect property on behalf of the Corporation from the departing employee before they leave the premises to ensure information security and integrity. As necessary, participates in any other special project relating to the Records and Information Management Program.

Policy/Procedure

In coordination with the Records Management Unit, conducts and/or participates in various studies and reviews of file and electronic recordkeeping activities and functions, in order to evaluate and improve the records and information management processes of the assigned Division/Office. Provides the records management leadership with updates relating to any changes to business needs, operational procedures or regulatory guidelines that impact retention requirements stated in the Records Retention Policy and Records Retention Schedule, as necessary. Drafts proposed language to revise records and information management documents and submits to the records management leadership for approval. Interprets key materials (Policy, Procedures, Schedule), providing Division personnel with guidance on how to best fulfill their obligations under the Records and Information Management Program. Maintains a database of active Division protocols that impact or touch upon records and information management issues. Revises documents that contradict mandates stated in the Records Retention Policy and circulates revisions to Division personnel. Updates electronic and paper records inventories, data map sections, and vital records listings pertaining to electronic and paper documents found within the assigned Division.

Paper Records

Assists with the proper maintenance of on-site paper records storage. This includes making sure that files are properly secured (locked) and clearly labeled according to established Division naming conventions. Acts as a clearinghouse for all inactive paper records boxed for off-site storage. This includes confirming that box indexes have been created, the box is properly labeled with the Division (or Branch) of origin and a destruction date, and confirming that the box only contains official records that are subject to a formal retention requirement. Updates the database with information reflecting inactive paper records sent to offsite facilities for long-term storage. This duty may include providing limited training to administrative personnel on best practices for database use and data entry. Assists the Regional Records management leader with the management of vendor relationships as they relate to the off-site storage of inactive paper records. Assists with the retrieval of inactive paper records from off-site storage as needed by Division personnel. Tracks the reproduction and return of corporate records back to off-site storage to ensure file integrity and security. Facilitates the timely disposal of inactive records. With respect to paper records, this entails the review of destruction notices from Records Management Unit and obtaining the necessary approvals.

Electronic Records

Using technology provided, utilizes "super user" access clearance to monitor the organization and volume of electronic data stored within First Tier repositories and on the network.

Ensures that all system policy settings in place are in compliance with the Records Retention Schedule (for the assigned Division) and any regulatory mandates relating to the particular area of Division business. Facilitates the timely disposal of inactive records. With respect to electronic records, this involves checking that policy settings are active and notifying folder owners prior to deleting outdated/inactive documents. Advises and assists Divisional business units and personnel on organization records and information management standards, policies and procedures when new electronic records collections are established Participates as a RIM subject matter expert in systems development projects that involve the use of electronic document management systems.

Legal Related

Works with Legal Division personnel to execute preservation directives and legal holds. Depending on the scope of the legal matter, this may include helping to create an initial distribution list, distributing notice of preservation/legal hold, tracking responses to the notice, conducting interviews of personnel identified as potential custodians of relevant information, helping to identify systems and network spaces likely to contain relevant information, assisting with the creation of search terms, and collecting materials in a manner that preserves the chain of custody. Acts as a subject matter expert on documents specific to the assigned Division for both in-house counsel and outside counsel, when necessary. Refers to Legal Division tools to track Division personnel under active legal hold. Resolve conflicts for personnel under multiple holds before the preservation obligation is formally lifted.

Job Requirements
I. Knowledge Required by the Position

Bachelors degree with 2 years of related work experience in the records management industry or Associates degree with 2-3 years of related work experience Knowledge of records and information management principles and practices and their applications, including records scheduling and disposition procedures, organization and management theory, and file management principles to enhance procedures to improve records disposition systems and control and implement regulatory requirements and changes for records in regional and field offices. Knowledge of current records and information management policies, procedures and protocols issued by the Corporate Records Leadership. Knowledge of contract and procurement procedures for commercial storage facilities and commercial document shredding facilities to oversee and monitor contracts. Knowledge of data input elements in records and information management system. Knowledge of the Privacy Act and Freedom of Information Act to analyze and interpret requests for information. Knowledge of electronic records keeping requirements, applications, and standards and techniques to undertake special analytical projects. Knowledge of first-tier electronic document management systems in use in the organization.

Ability to write reports for senior management which effectively and efficiently convey information. Comprehensive knowledge of personal computers and various software packages to create spreadsheets and graphic presentations. Up-to-date knowledge of systems and applications in use within the assigned Division/Office. Knowledge of any specific regulatory requirements affecting the records and information management activities of the assigned Division/Office, generally, and any underlying business area, specifically.

II. Supervisory Controls The employee works under the general direction of the supervisor in the assigned Division Office, with additional dotted line reporting to the Support Services and Records Management Units. The employee consults with the direct supervisor and Records Management Unit regarding objectives, resources, projects and deadlines. The employee, having developed expertise in the line of work, is relied upon to independently plan and carry out most assignments, coordinate activities with other staff within and outside the assigned Division/Office, resolve most issues or conflicts that may arise, and interpret policy on own initiative in terms of established objectives. In some assignments, the employee also determines the approach to be taken and the methodology to be used. The employee keeps the supervisor informed of progress and potentially controversial matters. Completed work is reviewed from an overall standpoint in terms of feasibility, compatibility with other work, and effectiveness in meeting requirements or expected results. III. Guidelines General guidelines are available, but may not completely be applicable to the work. Policies and precedents are applicable but are stated in general terms. Much of the records information work performed in the assigned Division/Office are not covered by existing guidelines. The employee is expected to use initiative and resourcefulness in deviating from established methods to develop new methods, criteria, and policies specific to the unique records and information management needs of the assigned Division/Office. IV. Complexity The employees assignments involve the recognition of program and management problems related to records storage and disposition to carry out reviews, make decisions on issues, and make recommendations for improvements. The studies and reviews undertaken by the employee are moderately difficult and involve the full range of problem identification, fact gathering, analysis, development of solutions and recommendations to resolve problems. The work requires making decisions at each stage of the assignment including determining the scope of the analysis or strategy for making recommendations. The difficulty of these analyses is compounded by the need to adapt to tight deadlines. V. Scope and Effect The work involves a variety of administrative, technical and analytical functions pertaining to the operation and evaluation of records and information management and disposition. The

employees efforts have an impact on the effectiveness of the assigned Division/Office records and information management program. VI. Personal Contacts The employee has frequent contacts with all levels of personnel within the assigned Division/Office, staff, Legal and other Divisions/Offices, requestors of records and documents; and commercial vendors in a moderately unstructured setting. VII. Purpose of Contacts Contacts are made to coordinate and perform various records and information management, storage and disposition activities; respond to requests for records and documents; review and implement records and information management policies and procedures; provide training, advice and guidance to Division/Office management and staff. Ensuring employees understanding of and compliance with RIM policies and procedures will often require the employee to participate in conferences, meetings and presentations and deal with individuals and/or groups have opposing viewpoints. The employee will have to justify and defend the programs goals and objectives, and achieve a common understanding as to required actions. VIII. Physical Demands While much of the work is sedentary, in performing paper records maintenance functions the employee may be required to lift and move boxes weighing up to 50 lbs. IX. Work Environment Work is performed in an office setting. Candidates must be able to pass a strict background check.