GENERAL PURPOSE OF POSITION
The Policy and Records Management Officer is responsible for arranging, describing, preserving and providing access to OHA records with long-term, historical value; recommends and performs records reformatting, indexing, and delivery solutions for permanent and inactive records; and maintains record keeping systems, including a database catalog, as well as provides reference services to OHA Divisions/Programs and the general public.
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
1. Records Management
a. Manages the OHA physical archives at on-site and off-site locations and the OHA library.
b. Advises on the management of both public and sensitive documents and information, in both physical and electronic forms. This includes, but is not limited to:
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BOT and Standing Committee minutes, including the timely posting to the OHA Web site.
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Uniform Information Practices Act (UIPA) requests, tracking and responses, reporting record retention information to the OIP via web site, and other administrative actions.
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Compliance with Hawai‘i Revised Statutes Chapter 487J, 487N and 487R including, monitoring, reporting, and security breach response.
c. Applies appropriate judgment, discretion and adherence to a professional code of ethics e.g., Society of American Archivists (SAA) and Association of Records Managers and Administrators (ARMA) in all information managed.
d. Designs, updates, maintains and ensures compliance with OHA’s general records retention schedule. This work considers audit compliance, federal and state law compliance and the operational needs of agency programs and projects.
e. Coordinates the implementation of records storage and indexing solutions. Participates in the developing of system work sites, electronic libraries, and other information access systems.
f. Creates, updates, and maintains inventories of active and inactive record storage areas in a physical and electronic environment. This includes, but is not limited to, definitions or record types, metadata, listing of catalogs and other components required to efficiently store, retrieve, and dispose of records, both physically and electronically.
g. Assists OHA divisions and programs in implementing, maintaining, and performing periodic reviews to ensure records are reformatted and backed-up when appropriate e.g., digital imaging; may also prepare records for reformatting, including creation of targets, in accordance with Records Management Unit, International Standards Organization (ISO) and Association for Information and Image Management (AIIM) guidelines.
h. Regularly works with records custodians. Performs quality control and compliance reviews and provides formal findings, recommendations or work- around solutions to the Corporate Counsel office.
i. Works with program staff to coordinate the scheduling of physical and electronic records disposition; recommends active and inactive records storage periods in accordance with state, local and other statutes, including collaborating with appropriate internal or external parties.
j. Processes records according to archival principles and standards e.g., Dublin Core Metadata Initiative, Society of American Archivists (SAA), and creates finding aids and indexes for internal and external use.
k. Preserves records by identifying endangered materials and level of conservation work needed; provides basic repair and preventive preservation for paper records. Collaborates with internal and external parties to define the historical significance of records and other materials.
l. Designs and presents trainings on records storage, security, and management for OHA Trustees and staff.
m. Assists with researching, planning, developing, and implementing short and long-range goals for the physical archives and records center in coordination with each division and/or program and other internal and/or
external parties. This includes compliance with OHA business and work plans.
n. Drafts policies and procedures related to records management for review by General Counsel and approval by the Administrator.
o. Assists the Corporate Counsel’s office with contributing data for the program budget, and researching new purchases and other costs, including involvement with procurement, purchasing, and payment processes.
2. Policy Framework
a. Maintains OHA’s Policy Framework, including policy and procedures inventory, electronic site and documents; establishes formats and communicates reminders and updated renewal schedule; and assists divisions and programs with new policies and procedures.
3. Other Technical Duties
a. Provides reference services to internal and external audiences by providing access, finding aids, and providing instruction on the proper handling of materials appropriate to the individual researcher’s needs. This
position may be required to respond in person, by phone, e-mail or fax, and may also refer researchers to other resources.
b. Researches new technologies, automation and new software and hardware for physical archives and records center, as needed.
c. Regular attendance on a daily basis is required for this position.
OTHER DUTIES/RESPONSIBILITIES
Performs other duties as assigned by Associate General Counsel.
