Document Management, Retention, and Data Privacy Specialist
Indianapolis, IN, US, 46204
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 (DCS):
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 assists in developing and managing DCS's program for accurately, effectively, and economically managing, retaining, and disposing of specific types of agency documents in compliance with all applicable retention and data privacy mandates.
Salary:
This position traditionally starts at an annual salary of $61,022 but may be commensurate with education and job experience.
Use our Compensation Calculator to view the total compensation package.
A Day in the Life:
Responsibilities inlcude:
- Design and implement record-keeping systems, databases, and electronic document management platforms.
- Implement measures to:
- Protect critical information and identify and remedy vulnerabilities in agency records management processes.
- Establish and revise agency records retention and disposition schedules.
- Maintain inventories of records series that are accurate and complete.
- Dispose of non-permanent agency records that have met retention requirements in a prompt, orderly, and documented manner.
- Transfer permanent agency records to the custody of the State Archives.
- Understand and apply records management policies, retention schedules, and similar governance.
- Develop and administer a regular agency-wide records management training program emphasizing, at a minimum, records request procedures, compliance with applicable record retention schedules, appropriate data privacy considerations, and state and federal disclosure safeguard procedures.
- Consult with DCS Regional Designees on records management needs and practices.
- Liaise with the Indiana Archives and Records Administration ("IARA") Records Center and State Archives personnel.
- Serve as an integral member of the team responsible for the physical transportation of records to and from the Local DCS Offices and the IARA Records Center/State Archives; electronic records management (including meeting recordings), web archiving, and digital preservation.
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:
Credentials:
- a Bachelor’s Degree and 1 year of experience, or
- an Associate’s degree with 2+ years of experience, or
- at least 3+ years of experience applying the below, outlined knowledge, skills, and abilities in a similar role.
- Related certifications and coursework may be considered for education or experience.
Additional qualifications:
- Thorough research, organizational, analytical, and critical thinking skills, supported by a strong attention to detail.
- Experience working with electronic document management systems, databases, digitization and archival tools.
- Excellent verbal and written communication skills.
- The ability to prioritize assignments, identify deficiencies and implement sound, well-researched solutions, and complete tasks both independently and within a team environment.
- Professional experience and an educational background in records management, project management, physical and electronic records archival management, digitizing, library services, cataloging, and metadata management is a plus.
Supervisory Responsibilities/Direct Reports:
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 jobs@spd.IN.gov.
Nearest Major Market: Indianapolis
