A class incumbent is responsible for records management which includes the maintenance, storage, retrieval, retention and disposal of documents and reports.
Nature and Scope
A class incumbent reports to a technical superior and is responsible for organizing, prioritizing and coordinating records activities to ensure legal documents, annual reports and other required information is available for use by division staff and other authorized individuals. An incumbent in this class also ensures documents are accurate and maintained in accordance with division policies and applicable state and federal laws. An incumbent in this class establishes and maintains a system of records and logs of the location of various files and documents. Work also involves researching and tracing documents and corrects inaccuracies in permanent records. Principal contacts are with division staff, representatives of the Bureau of Archives and Records Management, private records storage facilities, and other records officials.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Researches, traces and locates permanent records identified as containing inaccurate documents and makes necessary corrections. Uses applicable information systems, imaging system, a variety of card files, microfiche records, microfilm records, computer printouts, and logs to locate documents and files.
Assists in the preparation and maintenance of Division's records retention schedule by identifying and describing the various types of records. Researches and describes their uses and condition. Determines volume of the records.
Recommends appropriate length of retention period, method or storage and disposal. Consults with the Bureau of Archives and Records Management, as required.
Creates and maintains a variety of systems, logs and records to locate documents/files for tracking and research purposes.
Implements retention schedule activities. Coordinates retrieval and destruction procedures for disposal of documents. Request micrographic services. Prepares documents and records for microfilming and storage in archives or with private storage facilities.
Participates in the development and maintenance of quality control procedures by recommending guidelines for handling documents as they move through the system.
Knowledge, Skills and Abilities
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
Knowledge of applicable Division policies and procedures.
Knowledge of applicable laws of Delaware as they pertain to document types and content.
Knowledge of state and federal laws pertaining to records retention and preservation.
Knowledge of past recordkeeping practices and methods.
Knowledge of effective means of communication.
Skill in locating and retrieving documents and records.
Ability to understand and apply relevant laws.
Ability to establish and maintain records systems.
Ability to prepare and implement retention schedules.
Ability to operate a computer terminal equipped with multi-window capabilities.
JOB REQUIREMENTS for Records Management Specialist Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Six months experience in records management for the maintenance, storage, retrieval, retention and disposal of records throughout the life span of the records.
Six months experience in document processing which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies and procedures, resolve deficiencies, interpret information, and track and monitor activities.
Six months experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.