City Records Manager – Minneapolis

Salary $32.69 – $43.61 Hourly $68,002.00 – $90,700.00 Annually
Location: City Hall, 350 South 5th Street, Minneapolis, MN
Job Type: Full-time
Department: City Clerk
Job Number: 2017-00336
Closing date and time: 6/28/2017 at 11:59 PM Central Time (US & Canada)

Position Description
The City Records Manager (1) ensures enterprise information assets are managed effectively in accordance with all legal requirements and due regard for business continuity, accessibility, probity, risk, and economy; (2) manages the City’s response to public requests for data; (3) maintains the City Archives, preserving and sharing documents with historic significance; and (4) manages the operations of the Records and Document Solutions Center, which provides record and document production, imaging, indexing, and destruction services to all departments within the City of Minneapolis.

Job Duties and Responsibilities

Enterprise Information Governance
• Develop, implement, and manage an enterprise information governance program consistent with the relevant provisions of the City’s Information Governances ordinance (City Ordinance Title 2, §41), information governance program, and Records Management policy as well as the Minnesota Official Records Act (Chapter 15.17), Minnesota Records Management Act (Chapter 138.17), and Minnesota Government Data Practices Act (Chapter 13), and other relevant laws. Establish and enforce enterprise standards, administrative policies, procedures. Lead or participate in, promote, and provide professional support for systematic and efficient information management initiatives, and advocate for the importance of and compliance with the Information Governance program.
• Oversee the establishment of records retention schedules for the City including individual specific schedules for specific departments. Work closely with City departments to ensure compliance with the City Information Governance program. Consult on development of departmental programs, provide training to and maintain awareness among all City staff. Advise departments on business systems and processes related to information governance.
• Maintain a comprehensive understanding of information related risks faced by the City and develop procedures to mitigate risk within agreed-upon tolerance levels. Continuously monitor the legal and regulatory environment as it pertains to the City’s responsibility for records and information management requirements to assure compliance, information security, appropriate retention and accessibility issues, and related matters.
• Ensure the education, training, and organizational awareness of all levels of city staff on policies, processes, and procedures for R&IM and public records disclosures.

Data Access & Privacy
• Ensure compliance with public accessibility requirements and manage the City’s responses to public requests for data. Advise all departments on the classification of data (e.g., public, not-public, private, confidential).
• Develop, assess, and conduct end-user training programs for departmental personnel responsible for maintaining departmental programs and data practices coordinators.
• Oversee central systems supporting the processing and resolution of public requests for data.

Records & Document Center
• Establish and oversee document production and warehousing services for City departments, maintaining service levels within established parameters. Establish policies and procedures and maintain an environment of controls.
• Maintain awareness of industry trends and customer needs. Develop services as appropriate. Manage use of external vendors for document services that cannot be met internally; oversee and coordinate vendor services.
• Develop revenue forecasts and cost estimates, maintain and meet budget objectives for the internal service funded Document Solutions Center. Set competitive and sustainable rates for services. • Oversee billing of City departments for services provided. Establish rates to be applied to all printing and mail services provided to City departments.
• Manage the City’s Records Center and oversee the warehousing of non-current records for City departments within identified lifecycles and retention schedules. Conduct the destruction of eligible records, as authorized by state law.
• Serve in a backup capacity during periods of absenteeism or peak service demands.

City Archives
• Supervise the City’s Archival program in accordance with state law and best practices. Ensure appropriate collection and maintenance of the City’s archives, artifacts, and holdings of historical value.
• Establish practice and procedure for the collection, classification, care, preservation, disposition, and accessibility of material with historical, administrative, cultural, research, or other significant value. Provide professional consultation to City departments to support appropriate management of departmental holdings.
• Provide professional consultation to City departments and other partners, internal and external to the City enterprise, especially the Minnesota Historical Society and other memory institutions, to advance the legal, administrative, and historical interests and priorities of the City of Minneapolis.

• Direct supervision. Plan, supervise, and evaluate the work of assigned subordinate staff and provide professional development and coaching to achieve an effective, seamless operation within the • Records & Information Management Unit of the Office of City Clerk.
• Represent the City Clerk’s Office in internal and external meetings that focus on information governance; data access or privacy; or document production, imaging, destruction, delivery, or mail services.

Required Qualifications
Minimum Qualifications: Bachelor’s Degree or equivalent in Library Science, Records Management/Archives, Public Administration, Information Systems/Technology, or related discipline.

Minimum Experience: Leadership experience, including personnel supervision and performance management within a large multi-function organization and a cumulative five years of experience in one or more of the following:
• development, implementation, and administration of an enterprise records and information management program,
• development, implementation, and administration of a program overseeing identification and production of information pursuant to public records laws (e.g., Freedom of Information Act, Minnesota Data Practices Act) or an equivalent data access framework (e.g., Sarbanes Oxley, legal discovery) within a large multi-function organization,
• development, implementation, and administration of an organizational library or archival program,
• management of a document production or imaging operation, including high volume printing equipment, mailing machines, bindery equipment and related machines.
• machines, bindery equipment and related machines.

An equivalent combination of education and experience closely related to the duties of the position MAY be considered.

LICENSES/CERTIFICATIONS: Prefer one or more of:
• Certified Records Manager,
• Certified Information Professional,
• Certified Archivist,
• Certified Document Imaging Architect+ (CDIA+)
• Improvement Professional in Print Certification,
• or equivalent industry certifications.

Background Check
The City has determined that a thorough Minneapolis Police Department criminal background check as well as education check is necessary for positions with this job title. Applicants must sign an informed consent allowing the City to obtain their criminal history information in connection with the position sought. Applicants who do not sign the informed consent form will not be considered for the position.

Union Representation
This position is not represented by a collective bargaining agreement (CNR).

Selection Process
The selection process will consist of one or more of the following steps: a rating of relevant education and experience and/or an oral examination (100%). It is important that your application show all the relevant education and experience you possess. This information will be used to determine which candidates will proceed in the selection process. A submitted application is also used to verify the answers to any supplemental questions. Only those candidates who attain a passing score (70%) on each step in the selection process will be placed on the eligible list. The City of Minneapolis Human Resources Department reserves the right to limit the number in any phase of the selection process.

The eligible list will expire two months after being established.

Knowledge, Skills and Abilities
• Considerable knowledge of emerging best practices related to the management of electronic information.
• Considerable knowledge about federal, state, and local laws and regulations affecting the management of a government records program, including but not limited to: FOIA, HIPAA, MN Data Practices, MN Government Records, discovery and disclosure issues, as well as records and data management requirements dictated by the City Charter and local ordinances.
• Strong understanding of ARMA International’s Generally Accepted Recordkeeping Principles (GARP), U.S. DOD 5015.02, ISO 15489, and other relevant industry standards and guidelines for records and information management, and the ability to apply, use, and evaluate those standards and guidelines.
• Considerable knowledge of and familiarity with records management systems and applications, including automated content and document management systems, imaging, indexing and retrieval systems, and ediscovery tools.
• Experience with budgeting, forecasting, tracking performance metrics, and setting and goals.
• Considerable knowledge of operations, processes, and equipment related to document print/production operations, document imaging operations, of document warehousing operations.
• Knowledge of U. S. Postal regulations and United Parcel Service procedures.
• Knowledge of management techniques.
• Knowledge of project management and continuous improvement methodologies.
• Ability to understand business processes and develop new strategies and plans to handle records management needs.
• Ability to work with all levels of the organization.
• Ability to coordinate tasks across organizations.
• Ability to effectively troubleshoot problems.
• Strong oral and written communication skills.

Original posting and application information