Records Management and Technical Systems Specialist

POSITION DESCRIPTION: The position is located on Quantico Marine Base and will require daily, on-site support. The candidate will focus on both records management and the ability to manage technical aspects of records databases, implementing electronic records management systems, or working with specialized software and technical tools. The role will support the customer in achieving program directives to identify, collect, preserve, and access records through an automated information technology platform in accordance with Federal and organizational standards. The candidate will use an electronic content management system (ECMS) to support organizational/business improvement processes and program audits and evaluations. Duties will involve participating in organizational assessments, offering expert advice, and assistance in automated records management functions such as collection, storage & maintenance, retention & disposition, and preservation. Support should comply with the Federal Electronic Records Management Modernization Initiative (FERMI), National Archives and Records Administration (NARA) efforts to standardized records functions, policies, and procedures towards compliance with Federal mandates to manage all permanent records in a digital format and achieve organizational program objectives. ESSENTIAL DUTIES AND RESPONSIBILITIES Requirements of this role include, but are not limited to: Perform end user functions in the customer's collections management system to access and process organizational records stored on local and/or cloud servers, as well as SharePoint Site Collections. Apply enterprise processes and technologies to capture, store, organize, share, and control organization records. Provide web management, administrative guidance and support for Records Management Phase II of Electronic Records Management migration, SharePoint Online Document Library. Develop strategies to leverage record copies of historically valuable records for identification and transfer to the organization. Serve as a member of IT liaison team between Archives staff and the Network Administrator to support the integration of the content management system with Records Management Phase II SharePoint Online Document Library. Develop standard operating procedure (SOP) and implement continuous process improvement techniques to improve mission and business processes for the automated data ingest from SharePoint Site Collections and local network locations to Content Manger. Provide advice, assistance, and written recommendations for leveraging Content Manager's underutilized features such as geolocations, web client, web and XML publishing, and record requests; test, evaluate, and submit recommendations for improvement and update of business process in these areas. Evaluate the utilization of automated information technology, such as Artificial Intelligence (AI) to execute the full range of records management on born-digital and digitized archival material according to archival standards and best practices. Coordinate with the Archives staff to write and maintain technical documentation on Microsoft SharePoint and OneDrive integration to include refinement and automation of regular processes, issues tracking, and document changes. Meet regularly with archival staff, perform beta testing, conduct analysis, quality control checks on databases and enact measures to maintain the database integrity in terms of metadata accuracy and digital asset management, development of work plans for correcting and cleaning of metadata entry and digital asset errors, as necessary. Provide training related to Phase I Programmatic Management of Command Records Management, the Command Records Operational Support Site (CROSS). Evaluate the full implementation of newly developed business processes, to include internal controls and workflows, identifying inefficient and ineffective factors, and processes affecting outcomes, provide recommendations for improvement as appropriate. Perform quality checks on functionality, display and searchability of records within the database, trouble shoots issues and work with application developers to implement and support best practices when interacting with databases. Ensure elevated levels of performance, availability, sustainability, and security; analyze, solve, and correct issues in real time. Assist in the management of access controls for authorized individuals and protect records through the application of security levels and caveats which lowers data security and privacy risks with data identification, masking, redaction, and defensible disposal thus balancing requirement to provide access while mitigating exposure. REQUIRED SKILLS AND EXPERIENCE: Must be a U.S. citizen. Knowledge of records lifecycle, Federal records retention policies, disposition schedules, NARA standards and protocols for managing records electronically and deploying electronic records management requirements; ability to read, interpret, and apply Federal policy, directives, and regulations. Minimum of three (3) to five (5) years of experience in managing physical and digital records; experience designing and implementing records management policies and practices. Familiarity with historical records, government documents or corporate archives. Expertise in classification, indexing, and cataloging systems. Three (3) to five (5) years of experience with records management standards (e.g., ISO 15489, DoD 5015.2). Experience and proficiency in electronic records management systems (e.g., Microsoft SharePoint, Laserfiche, OpenText, Alfresco). Experience in system administration, configuration, and support for records management tools. Ability to maintain and troubleshoot ERM systems. Understanding of regulatory requirements related to records management (e.g., GDPR, HIPAA, FOIA). Experience ensuring organizational compliance with legal and regulatory records requirements; familiarity with audit procedures and compliance reporting for records management. Ability to develop and implement information governance policies and procedures. Familiarity with data security protocols, encryption, and methods to ensure records integrity and confidentiality. Knowledge of best practices in securing both physical and electronic records. Experience integrating records management solutions with other IT systems (e.g., CRM, ERP, databases). Ability to manage cloud-based records management systems. Experience converting paper-based records to digital formats. Understanding of automation tools for records management, including workflow automation and AI-based document processing. Proficiency in managing records databases, including SQL or NoSQL databases. Ability to query, update and maintain databases for record storage and retrieval. Ability to create and maintain technical documentation for records management processes and systems. Ability to lead and manage records management projects, including system implementations, upgrades, and migrations. Strong organizational and leadership skills and familiarity with project management tools. Ability to troubleshoot technical issues in records management systems and support end-users in troubleshooting records management software. Analytical skills to assess records-related risks and improve system efficiency. Experience collaborating with IT teams to implement technical solutions and with legal departments to manage records-related legal holds and audits. Experience providing training to staff on records management procedures and systems; create user guides, product documentation, training materials or process documentation. Excellent communication skills, both written and verbal to collaborate effectively with stakeholders and technical teams. Attention to detail, ability to work independently and manage multiple projects simultaneously. REQUIRED EDUCATION: Bachelor's degree in a related field. Specialized training/experience in documentation, technical writing, technical communication, or instructional design and administering a Content Management System such as Micro Focus Content Manager. PREFERRED QUALIFICATIONS: Master's degree preferred Certified Records Manager (CRM), Digital Preservation, or Certified Information Management Professional (CIMP) Certifications in Project Management (PMP) or agile methodologies WORK ENVIRONMENT Professional, deadline-oriented, working alongside active-duty and civilian personnel. ABOUT HARTWOOD: We are a Small Business Administration (SBA)-certified 8(a) and Service-Disabled Veteran-Owned Small Business (SDVOSB/VOSB), founded in 2007. Our track record of success spans over 16 years. We are proven to drive change and deliver quality results for our customers. Our team of highly certified experts know how to collaborate as a team to make our customers successful. We can anticipate challenges and help prepare our customers for the future. As a company, we strive to make a difference every day! We provide business consultation, innovative services, and technical solutions to the Federal Market. With a people-centered approach and commitment to service delivery with excellence, Hartwood is a diverse group, passionate about what we do. We strongly value integrity, excellence and effectively working together. Our highly certified experts know how to collaborate and work together as a team to make our customers successful. We are a fully remote company, which means less time commuting to the office and more flexibility in the work environment to support work/life balance. We offer competitive compensation, paid time off (PTO), 11 paid holidays and a comprehensive benefits package that includes generous employer contributions to medical plans, employee health savings accounts, life, and disability insurance plans and up to a 4% employer match to 401(k) plans. Visit to learn more. PRIVACY STATEMENT: Hartwood Consulting Group, along with its subsidiaries and affiliates ("ADP"), respects your privacy and is committed to protecting the personal information that you provide to us. We have implemented our Applicant Privacy Policy, found on the Hartwood Consulting Group Career Center, which explains our policies and practices regarding the use and disclosure of your personal information. By accessing and/or using the applicant portal, you indicate your acceptance of our Privacy Policy.

Created: 2024-11-05