Records Management is responsible for the effective and appropriate management of the Pharmaceutical Operations and Technology (PO&T) organization’s records throughout their lifecycle. The Records Management Associate will support the development, implementation and management of the enterprise records management program using globally aligned processes, procedures and systems for management of physical and electronic records generated within PO&T. Responsibilities include ensuring that records are protected, classified and indexed accurately, digital preservation of vital records, records archival, records retention, records destruction, records transfers, records file plan management (defining and maintaining master and metadata related to records), records retrieval and eDiscovery support, and providing training and oversight to staff (internal and external) who require access or have responsibility for maintaining records.
1. Support the enterprise Records Management Program
- Archive Records (classification, indexing, digital record creation)
- Retain Records (physical and digital records storage, retrieval and retention)
- Disposition Records (records destruction, transfer and retention extension)
2. Ensure compliance with relevant legislation, regulations and business requirements
- Monitoring compliance and records management process performace
- Support site and function audits/inspections with respect to records management
- Create and revise related procedures, work instructions and training programs
3. Develop and manage record file plan
- Maintain authoritative source defining record types and classifications
- Define when new record types are required
- Maintain metadata terms and reference data (update as necessary in applicable tools/applications)
4. Provide support to business partners on best practices in records management. Represent the group in site and global meetings as well as Regulatory inspections.
5. Provide support for program and project management activities for Knowledge, Content and Records management initiatives
The position requires but is not limited to the following:
- Prior experience in records management or a related field.
- Strong knowledge of industry records management standards
- Ability to make necessary and appropriate decisions to adhere to the highest ethical standards and comply with applicable legal and regulatory records management requirements.
- Ability to collaborate and interact professionally with other staff members and external parties
- Strong attention to detail
- Excellent writing and communications skills.
- Demonstrated understanding of Information Technology with proficiency with Microsoft Office, Electronic Record Management Systems and Record Tracking Systems
- Ability to identify, categorize and classify records accurately
- Ability to research and locate records and apply appropriate search criteria to improve record recall capability
- Previous experience with electronic records, content, project and enterprise system management
Incumbent should have a Bachelor of Arts/Science degree preferably in Information/Records Management, Library Science or a related field and 3 to 5 years relevant experience, with at least 2 years in pharmaceutical or biotechnology environment is recommended.
Employment CategoryFull-Time Regular