Records Specialist

Job Summary:

The Records and Information Specialist supports the Corporate Records team by reviewing, preparing, digitizing, and classifying hardcopy documents for inclusion in the organization's Records Management System. This role ensures compliance with records management policies and assists in creating a digital archive of Environmental Health and Safety (EHS) reports and technical records, maintaining accuracy and confidentiality throughout the process.

• Review hard-copy documents to determine their eligibility as official records.
• Classify and accurately name records using established naming conventions and filing guidelines.
• Prepare documents for scanning by organizing, removing staples, and ensuring scan-readiness.
• Perform electronic scanning of records using standard imaging equipment and verify image quality.
• Upload scanned documents into the Records Management System with correct metadata.
• Maintain organization and tracking of documents throughout preparation, scanning, and uploading.
• Conduct basic quality control checks to ensure accuracy and completeness of digitized records.
• Understand business area functions such as EHS and other utility-specific roles.
• Apply knowledge of Records Retention Schedules by associating documents with appropriate record series titles, retention periods, regulations, and file numbers.
• Capture metadata and other data to support records compliance.
• Maintain confidentiality regarding all forms of records, including HIPAA, PII, and other sensitive business information.
• Work proactively to improve the searchability of scanned records by understanding business area needs.

• Strong attention to detail and accuracy.
• Ability to follow established procedures and naming conventions.
• Basic computer skills and comfort working with digital files and databases.
• Ability to manage repetitive tasks while maintaining quality.
• Strong organizational skills and ability to meet deadlines.
• Experience with scanning, records management, and content management principles and solutions.
• Experience with electronic filing and content management systems.
• Ability to lift up to 40 lbs.
• Bachelor's degree in a related field preferred.
• Minimum of 3 years' experience in records or information management.

• Experience or knowledge of Content Server, SharePoint, or other content management systems.
• Demonstrated ability to prioritize and manage projects from conception to completion.
• Experience working with end users to ensure final product meets standards.

• Maintain strict confidentiality in handling records, including HIPAA and PII compliance.
• Physical ability to lift up to 40 lbs during document handling.

• Standard work schedule with adherence to deadlines; specific shift details not provided.