Records Management Specialist

Company Overview

AETOS LLC is a Minority Owned CVE Certified Service Disabled Veteran Owned Small Business (SDVOSB) providing information technology solutions focused on building a business that is customer-centered and performance-oriented. At Aetos, we specialize in developing IT solutions to optimize functionality and efficiencies for government and commercial clients to meet their business needs.

Responsibilities

• Maintain and enhance a compliant Records Management System (RMS) in a Microsoft 365 SharePoint environment, leveraging Purview to create a compliant RMS.
• Apply metadata in SharePoint and create and manage a taxonomy of Record Series Codes (RSC).
• Manage security access controls and the organization of case files.
• Apply records retention rules and disposition policies; design and implement RMS configuration for how records are ingested and how security controls are applied.
• Understand and apply DoD 5015.02 standards for a compliant records management environment, and manage litigation hold requests, FOIA, and audit and business-need hold requests. Communicate with NARA to align with NARA policies.
• Create and respond to communications for and from functional and technical customers via conference calls, emails, NARA directives, Service Hold Requests, File Plans, and annual NARA requests regarding records managed by and for the client (example: annual RM program assessment survey to NARA ePortal).
• Maintain a Records Maintenance Support Process and a System Maintenance Support Process to provide ongoing RM support, assess problems, pursue process improvements, and adhere to Federal regulations.
• Work with the client to establish internal policy and governance to ensure timely addressing of RM priorities, including:
• Embed RM capabilities in the design of current or new systems.
• Create and maintain RM Governance Policy and Guidance.
• Respond to RM-related inquiries (24 hours).
• Respond to information requests for audits or analyses.
• Respond to NARA inquiries and surveys.
• Implement revisions to the records retention schedule.
• Support incidents related to the RM program (security, transitions, incidents, lost/spillage, RMS, and archiving).
• Provide administrative support and guidance for creating and maintaining current file plans and taxonomy to enable configuration of systems retaining the Agency’s records.

• The candidate will work closely with the client’s Record Manager and/or Records Owners. The following actions will be implemented to maintain system support:
• Identify and maintain a current list of staff responsible for completing files; train staff on how to complete the records file plan; track designated staff for ongoing reference.
• Refer to completed File Plans to assess how to configure/automate SharePoint Purview and SharePoint collaboration sites to manage records securely and route permanent records to NARA when applicable.
• Identify and prioritize records for transition to SharePoint (e.g., Finance, Personnel, Audit documents).
• Develop an Agency-wide RM awareness training program.
• Establish forums for Records Liaisons and Records Custodians to communicate (FAQ site, brown bag meetings).
• Issue tasks periodically (at least annually) to Process Owners/Records Liaisons to review RM Schedule and File Plans for accuracy and relevance.
• Hold weekly meetings with the Records Management Office to discuss changes from NARA or other authorities within DoD.
• Ensure the client RM system is on NARA’s notification list for activities impacting the RM program, including training and updates to NARA tools for SF115/SF135 submissions.
• Attend meetings and training to stay abreast of changes to the client’s RM system and NARA guidelines.
• Help implement findings from NARA Self-Assessments to improve the RM program (e.g., RM training, in-out processing, preserving key records at senior levels, embedding RM in the vital records program, website RM, email management, and social media where applicable).

Qualifications

• Bachelor’s degree in a related field from an accredited institution.
• Must be able to pass DoD Public Trust background check.
• Preference for candidates who have an active CAC or have possessed one in the last few years.
• Must be available to work M-F 8:00 am to 5:00 pm EST.
• Must be available for possible travel up to 1 week per year.
• Minimum five (5) years of experience managing records management programs.

Additional Information

• Applicants must be authorized to work for any employer in the U.S. and reside in the U.S.

All your information will be kept confidential according to EEO guidelines.