Technology Analyst 1 Cloud Solutions (NY HELPS) - Records and Info Management Specialist

Technology Analyst 1 Cloud Solution

Under the direction of the Lead Data Architect (IT Architect 1), SG-25, the Technology Analyst 1 Cloud Solution, SG23, will serve as the Records and Info Management Specialist within the Office of the NY Attorney General's IT Bureau's Enterprise AI, Data and Analytics unit, to oversee the lifecycle of digital records and information management systems across the organization. This role will focus on ensuring that the agency's electronic records, documents, and data are appropriately created, stored, managed, and disposed of in compliance with legal, regulatory, and policy requirements. The incumbent will leverage technology and digital solutions to implement effective records management strategies, with a focus on data security, governance, and operational efficiency.

DUTIES:

• Digital Records Management (RM): Manage and support the end-to-end lifecycle of electronic records and information systems, ensuring digital records are created, stored, and retrieved in a secure and compliant manner.
• Enterprise Content Management (ECM) Systems: Implement and maintain record management functions in ECM systems that support document management, collaboration, and compliance. Assist with the integration of ECM/RM with other IT systems, databases, and platforms.
• Information Governance & Architecture: Develop and enforce information governance policies within the IT infrastructure, including data classification, metadata management, and digital content labeling standards and automation.
• Records Security & Compliance: Work with the IT security team to ensure that records and documents are secure, meet compliance requirements (e.g., HIPAA, GDPR, NARA), and are protected from unauthorized access, tampering, or loss.
• Document Discovery & Legal Compliance: Collaborate with legal and compliance teams to support electronic discovery efforts, including managing document retention schedules, legal holds, and eDiscovery/FOIL processes. Ensure that all digital records are readily available and appropriately indexed for legal and regulatory review.
• Records Retention & Destruction: Develop and manage electronic retention schedules in compliance with state and federal regulations, ensuring records are appropriately archived or securely destroyed when no longer needed.
• System Integration & Support: Work closely with other departments to integrate digital records management into the agency's broader IT ecosystem, ensuring interoperability between various platforms (e.g., ECM, document management systems, third party platforms).
• Training & Support: Assist and provide input for training for staff on the use of records management systems and best practices for managing digital records and content within the organization.
• Audit & Reporting: Regularly audit digital records management systems to ensure adherence to retention policies, legal requirements, and internal standards. Provide reports and recommendations to senior management on records management performance and compliance.
• Continuous Improvement: Identify and recommend improvements to digital records management systems and processes, focusing on automation, data integrity, and improving efficiency in records handling.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

NY HELPS: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Non-Competitive Minimum Qualifications:

• Five (5) years of information technology experience, one of which must be within cloud computing.
• Substitutions:
• Associate's degree in computer science, computer engineering, information technology or a related field and four years of specialized experience.
• Bachelor's degree in computer science, computer engineering, information technology or a related field and two years of specialized experience.
• Master's degree in computer science, computer engineering, information technology or a related field and one year of specialized experience.

PREFERRED QUALIFICATIONS:

• 3+ years of experience in managing digital records in Microsoft 365 SharePoint Online Government Cloud enterprise content management (ECM) systems and information governance in a legal or public agency setting.
• Familiarity with a range of technology platforms and tools for digital records management and IT systems integration, including:
• Enterprise Content Management (ECM) and Document Management Systems such as Microsoft SharePoint/Purview/Syntex, OpenText, IBM Filenet.
• Records Retention and Compliance Systems (e.g. Recordpoint, Colligo).
• Cloud Storage & File Sharing Platforms
• Metadata Management & Document/Content Labeling Tools
• E-Discovery & Legal Hold Tools
• Data Governance & Security Platforms
• Records Audit and Reporting Tools
• 3+ years of experience in managing digital records, enterprise content management (ECM) systems, or information governance, preferably in a government or legal services organization.
• Proven experience with records management systems, document management systems, and eDiscovery tools.
• Hands-on experience working with cloud-based storage solutions and integrating records management systems with other IT infrastructure and systems.
• Strong knowledge of data security practices and regulatory requirements related to digital records (e.g., HIPAA, GDPR, NARA).
• Expertise in managing metadata, document classification, and labeling preferably with automation.
• Familiarity with data governance frameworks, digital content labeling, and retention policies.
• Experience with e-discovery, legal hold management, and audit practices in a digital context.
• Strong problem-solving and analytical skills, with the ability to troubleshoot technical issues related to digital records systems.
• Excellent communication skills and the ability to train and support non-technical staff on digital records management.
• Possess certifications in Certified Records Manager (CRM) and Information Governance Professional (IGP).
• Experience with automation through Ansible, Terraform or other similar products.
• Ability to work at a computer for extended periods of time.
• Ability to lift and carry up to 25 pounds, occasionally handling physical records.