Records Operations Specialist

Job Summary

• This role is responsible for leading Records Operations, managing the end-to-end physical records lifecycle, overseeing offsite storage vendors, and ensuring compliance with records retention, disposition, privacy, and regulatory requirements. The role drives operational excellence through governance, process improvement, stakeholder engagement, and vendor performance management while supporting global records management initiatives.

Responsibilities

• Leads day-to-day Records Operations activities, ensuring effective management of physical records throughout their lifecycle, including creation, storage, retrieval, transfer, retention, and disposition.

• Oversees relationships with offsite storage vendors, ensuring contractual obligations, service level agreements (SLAs), compliance requirements, and operational performance standards are met.

• Manages records inventory accuracy across storage facilities and repositories, ensuring data integrity and adherence to records management policies.

• Coordinates records retrieval, reference requests, accessioning, indexing, inventory validation, and destruction activities in accordance with approved retention schedules.

• Conducts operational reviews, audits, and monitoring activities to ensure compliance with legal, regulatory, privacy, and corporate records management requirements.

• Collaborates with business stakeholders, legal, privacy, compliance, and vendor partners to resolve records management issues and improve service delivery.

• Identifies opportunities for process optimization, digitization, footprint reduction, and automation to improve operational efficiency and reduce storage costs.

• Develops and maintains operational metrics, dashboards, and performance reports to support management decision-making and continuous improvement initiatives.

• Leads records-related projects, including facility consolidations, inventory remediation, vendor transitions, records clean-up programs, and governance initiatives.

• Supports implementation and maintenance of records management procedures, standards, and best practices across the organization.

• Plans and coordinates records-related training, awareness sessions, vendor reviews, and operational governance meetings.

• Provides guidance and mentorship to records coordinators, analysts, contractors, and other team members supporting records operations.

Education & Experience Recommended

• Bachelor's Degree in Records Management, Information Management, Business Administration, Operations Management, or related discipline, or equivalent work experience.

• Typically has 8+ years of experience in Records & Information Management, records operations, physical records management, vendor management, compliance, or a related field.

Preferred Certifications

• Certified Records Manager (CRM)

• ARMA Records Management Certification

• Information Governance Professional (IGP)

• Project Management Professional (PMP)

• Lean Six Sigma Certification

Knowledge & Skills

• Records & Information Management

• Physical Records Lifecycle Management

• Records Retention & Disposition

• Offsite Storage Vendor Management

• Information Governance

• Regulatory Compliance

• Records Inventory Management

• Data Analysis & Reporting

• Operational Excellence

• Process Improvement

• Risk Management

• Contract & Supplier Management

• Audit Management

• Privacy & Data Protection

• KPI & Dashboard Reporting

• Change Management

• Project Management

• Budget Management

• Stakeholder Management

• Continuous Improvement

Cross-Org Skills

• Effective Communication

• Results Orientation

• Learning Agility

• Digital Fluency

• Customer Centricity

• Collaboration & Influencing

• Problem Solving

• Leadership & Team Development

Impact & Scope

• Impacts multiple business functions and geographic regions through leadership of records operations, governance activities, vendor management, and strategic records lifecycle initiatives.

Complexity

• Works on highly complex records management and operational challenges requiring extensive knowledge of records governance, vendor management, compliance requirements, and cross-functional stakeholder engagement.

Disclaimer

• This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.