Records Management Specialist

3 weeks ago

London, Greater London, United Kingdom MS Talent Ltd Full time
Job Title: Records Management SME

We are seeking an experienced Records Management SME to join our team at MS Talent Ltd in the data protection space. This role is crucial in ensuring that our organization's records management policies, processes, and systems are aligned with industry standards, legal requirements, and best practices.

Key Responsibilities
  • Records Management Strategy and Implementation
    • Develop and refine records management policies, ensuring compliance with industry regulations, legal requirements, and organizational goals.
    • Design, implement, and maintain an effective records management framework, including classification schemes, retention schedules, and disposition processes.
    • Collaborate with IT and technology teams to integrate records management solutions into existing systems such as SharePoint, Microsoft Purview, or other ECM platforms.
  • Compliance and Governance
    • Ensure that all records management practices are compliant with relevant laws and regulations, including GDPR, HIPAA, or other applicable legal standards.
    • Manage records audits and assessments to ensure proper documentation, security, and retention practices are being followed.
    • Implement and enforce best practices for the security, confidentiality, and integrity of records, working closely with legal and compliance teams.
  • Records Lifecycle Management
    • Define and manage retention schedules for both physical and electronic records, ensuring that obsolete records are appropriately disposed of or archived.
    • Develop and maintain classification systems and metadata standards to ensure records are accurately tagged and easily retrievable.
  • Training and Support
    • Provide training and support to employees on records management policies, procedures, and technology tools.
    • Act as the primary point of contact for guidance on records management issues, providing expert advice to ensure best practices are followed throughout the organization.
  • Risk Management and Business Continuity
    • Identify and mitigate risks related to records management, such as non-compliance, data breaches, or loss of critical records.
    • Work closely with the business continuity team to ensure records are preserved in the event of a disaster, and recovery plans are in place.
  • Continuous Improvement and Innovation
    • Continuously assess and improve records management processes to increase efficiency, reduce risk, and adapt to evolving regulatory and business needs.
    • Stay up to date on the latest developments in records management technology, legal requirements, and industry best practices, recommending and implementing improvements as necessary.
Qualifications and Skills
  • Required:
  • A minimum of 7 years of experience in records management, preferably in a highly regulated industry such as finance, healthcare, or legal.
  • In-depth knowledge of records management regulations (GDPR, HIPAA, etc.) and standards (ISO 15489, DoD 5015.2).
  • Proven experience with records management systems such as Microsoft Purview, SharePoint, OpenText, or other ECM platforms.
  • Experience in developing and implementing records retention schedules, classification systems, and policies.
  • Strong understanding of information governance, risk management, and compliance.
  • Excellent communication and leadership skills with the ability to engage and train users at all levels of the organization.
  • Ability to manage multiple projects and initiatives simultaneously while meeting deadlines.
  • Preferred:
  • Professional certification in records management (e.g., Certified Records Manager (CRM), Information Governance Professional (IGP), or Certified Information Professional (CIP)).
  • Experience in digital transformation initiatives related to records management.
  • Knowledge of eDiscovery processes and tools.

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