Qualifications/ knowledge required:

Postgraduate qualification in records management, archive administration or equivalent OR significant practical experience in records management

Practical experience in records management where a postgraduate qualification in records management, archive administration or equivalent is held

Sound understanding of current records management professional practices and standard

Experience in conducting presentations to both large and small groups and in analysing staff training needs, designing and delivering training material

Knowledge of relevant statutory and regulatory environment, and industry standards (including ISO15489)

Knowledge and understanding of current technology and systems supporting electronic records, such as Electronic Document and Records Management Systems and digital scanning.

Job purpose:

This temporary post has arisen as a result of the Information Management Project which forms part of the wider SPACE Programme. The Programme aims to transform this London Borough into 21st century office space by 2016. One of the key aims of the Programme of relevance to the Information Management Project is:

•A target to reduce paper filing from an average of 4.8 linear metres per workstation to 2.2 linear metres in the Town Hall

The Information Management Project is working with Business Groups to reduce down their paper filing and to support them in managing their electronic documents more effectively. This post is required to act as a member of the project team that is carrying out the following activities:

•Carrying out an inventory of the records and determining retention periods for records to ensure that the minimum number are being retained in accordance with legal, regulatory and operational obligations;
•Updating the Corporate Retention Schedule and working with business group representatives to implement retention schedule decisions;
•Ensuring that paper records that need to be retained are transferred from the office accommodation to the Records Management Service (the Council’s records storage function) at the earliest opportunity.
•Provide guidance on the more the more effective management of electronic documents and records in accordance with council policies
•Implement the above through workshops, ‘clean-up’ days and other project activities as required

Analyse the council’s record and information holdings by undertaking records surveys and information audits, appraising records, setting retention periods and developing classification schemes for records held in all formats.

Maintain and implement the Corporate Retention Schedule ensuring records in all formats are disposed of in line with Council policy and legislative requirements. Monitor compliance with corporate policy on records retention.

Support the development of corporate records and information management systems, policy, procedures and standards for both paper and electronic records held across the Council to improve business and operational efficiency.

Provide expert technical advice on electronic records management systems and the implications of information and communication technologies for the management of electronic records.

Support relevant projects by acting as the project team member with responsibility for delivering records and information management work-packages.

Improve awareness of records management by promoting best practice across the Council and improve record-keeping practices by delivering records management training.