Records Management Lead 03848 NWSOL

Location: Richland, Washington
Title: Records Management Lead
Schedule (FT/PT): Regular Full Time
Travel Required: No
Clearance: Ability to Obtain

North Wind Solutions is a Government contracting small business with operations at military and civilian installations across the United States. The company’s focus is facilities operation and maintenance, waste management and radiological services, security control and force protection, and environmental services.

POSITION PURPOSE:
The Records Management Lead supports the Imaging Operations scope and plays a crucial role in overseeing the organization's records and information management processes. This position reports to the department Manager and supports a diverse set of customers and projects within the Records Management Program. This position involves not only developing and implementing efficient systems for organizing, storing, and retrieving company records but also providing leadership and guidance to a team of records management professionals.

This ensures a service-oriented Records Program meeting requirements as identified in procedures, NARA regulations, and DOE directives, policies, and establishes best practices, with a focus on leveraging technology to enhance efficiency and compliance.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Imaging Operations Scope:

• Lead the Imaging Operations team in the high-quality imaging and indexing services to digitize various formats as electronic records to be retained in the Hanford Site’s official electronic records repository. Ensure adherence to track, prioritize, and process incoming records. Implement and ensure a first in/first out approach and the priority list for processing records, varying from 4 hours to 10 days.
• Provide oversight to of designated areas for incoming records and ensure quality of images, metadata, storage of records meet site standards.
• Manage the retention of hard copy documents for at least 30 days or longer, if needed. Facilitate the recycling of hard copies in approved receptacles and, if requested, stamp as scanned and return hard copy documents to customers.
• Ensure adherence to Hanford Site requirements and procedures for imaging operations. Translate requirements to provide customer service and guidance to all site contractors supporting site imaging operation requirements.
• Utilize expert knowledge and experience in records management and imaging operation fundamentals to facilitate effective communication between the Imaging Operations team and customers.
• Review and track daily attendance of team and report any issues to department Manager.
• Track, review, and report performance metrics of team, update as needed.
• Coordination and support on deliverables and ensure delivery to management team in a timely manner.
• Develop, implement, and update desk instructions and training material, as needed.
• Partner with system administrators on system upgrades or maintenance issues, escalate and report finding to department Manager.

Leadership and Team Oversight:

• Provide leadership and direction to a team of records management professionals under the supervision of the department Manager.
• Foster a collaborative and efficient work environment, ensuring team members are aligned with organizational goals.

Develop and Implement Records Management Policies:

• Design and implement records management policies and procedures to ensure compliance with legal and regulatory requirements.
• Work with key stakeholders to establish guidelines for document classification, retention, and disposal.

System Implementation and Maintenance:

• Lead the implementation and maintenance of records management systems to efficiently organize and store information.
• Train and mentor team members on proper records management practices and ensure the effective use of record-keeping tools.

Compliance and Risk Management:

• Stay up to date of relevant laws, regulations, and industry standards related to records management.
• Conduct periodic audits to ensure compliance with established policies and mitigate potential risks.

Collaboration and Training:

• Collaborate with departments across the organization to understand their record-keeping needs and provide solutions.
• Conduct training sessions for both the team and other staff on records management best practices and the proper use of record-keeping tools.

Records Retrieval and Disposal:

• Establish processes and desk instructions for the effici