Document Management, Retention, and Data Privacy Specialist

Work for Indiana

Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.

About the Department of Child Services:

Join a group of passionate, dedicated public servants to support one of Indiana’s most critical missions!

The Department of Child Services helps children who are victims of abuse or neglect and strengthens families through services that focus on family support and preservation. We pursue permanency for children and families through reunification, guardianship, and adoption. Our services also encompass foster care, child support, and transitional support for those adjusting to adulthood. Our culture is built upon our  MVP  foundation:

Mission : Champion Indiana’s future by protecting children and strengthening families with compassion and determination.

Vision : Every child in Indiana thrives in a safe, loving, forever home.

Purpose : Ignite hope. Cultivate joy.

Role Overview:  

The Document Management, Retention, and Data Privacy Specialist ensures agency‑wide compliance with state and federal regulations related to document creation, maintenance, and retention. In this role, you will support the development and implementation of consistent record‑keeping practices, safeguard sensitive information, and ensure all documentation is managed in accordance with legal and operational requirements. You will also serve as a key resource to staff across the agency, promoting effective records management and supporting the integrity, security, and accessibility of DCS information.

This is an on-site role in the central DCS offices at the Indiana Government Center in Indianapolis, Indiana.

Salary:

The salary for this position traditionally starts at $61,022.00 but may be commensurate with education and work experience. Use our to view the total compensation package.

A Day in the Life:

Responsibilities include:

• Design, implement, and maintain document and electronic record‑keeping systems in alignment with agency needs and compliance standards.
• Develop, revise, and manage records retention and disposition schedules consistent with state and federal regulations.
• Maintain accurate inventories of active, inactive, permanent, and non‑permanent record series across the agency.
• Oversee the timely and secure disposal of non‑permanent records in accordance with approved retention schedules.
• Coordinate with the Indiana State Archives to transfer permanent records, ensuring proper preparation and documentation.
• Identify process gaps, risks, and vulnerabilities related to documentation and data privacy, and support remediation efforts.
• Assist with implementation of data management controls that protect sensitive or confidential information.
• Provide guidance, support, and training to staff regarding proper document management, retention requirements, and privacy practices.
• Collaborate with internal stakeholders to ensure consistent compliance with records‑related policies and procedures.
• Maintain documentation, logs, and reports necessary to demonstrate compliance with internal and external requirements.

The job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time. 

This position is exempt from overtime compensation for additional work hours that may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.

What You'll Need for Success:

Preferred qualifications:

• Experience with document management systems and electronic records platforms preferred. 
• Knowledge of record‑keeping principles, retention practices, and information governance requirements.
• Understanding of data privacy standards and procedures for safeguarding sensitive information.

Additional qualifications:

• Strong attention to detail, accuracy, and compliance.
• Ability to manage multiple projects and deadlines in a regulated environment.
• Effective communication skills, with the ability to work collaboratively across teams.
• Advanced knowledge of the organization's business systems and commercial business applications.
• Advanced knowledge of technical problems and solutions as they relate to the current and future business environment.
• Considerable knowledge of project management theories and practices and the ability to apply that knowledge.
• Advanced knowledge of fundamental concepts, system design, relationships between various elements of the overall solution.
• Ability to comprehend and translate business systems or application requirements in a meaningful and functional manner.
• Ability to apply system development methodologies to oversee systems modifications and initiatives.
• Ability to use logic and critical thinking to address issues efficiently and effectively.
• Ability to adapt to new information and scenarios and understand the implications of those changes.
• Knowledge of fundamental concepts, system design, relationships between various elements of the overall solution.
• Familiarity with using and interpreting data structures and relationships.
• Ability to understand how change management methodology aligns with and enhances project management and implementation.
• Ability to lead, encourage and influence others to perform.
• Ability to perform essential functions with or without reasonable accommodation.

A degree is not required. However, at least 3+ years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

Supervisory Responsibilities/Direct Reports:

This role may be utilized in a supervisory capacity based on agency needs.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefits package for full-time employees that includes: 

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans
• Wellness Rewards Program: Complete wellness activities to earn gift card rewards
• Health savings account, which includes bi-weekly state contribution
• Deferred compensation 457(b) account (similar to 401(k) plan) with employer match
• Two (2) fully-funded pension plan options
• A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
  • 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
  • Up to 15 hours of paid community service leave
  • Combined 180 hours of paid vacation, personal, and sick leave time off
  • 12 paid holidays, 14 in election years
• Education Reimbursement Program
• Group life insurance
• Referral Bonus program
• Employee assistance program that allows for covered behavioral health visits
• Qualified employer for the Public Service Loan Forgiveness Program
• Free Parking for most positions
• Free LinkedIn Learning access

   

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at View email address on us.fitly.work .