VCUHSA Records Officer

The VCU Health System is seeking a highly qualified and motivated Records Officer to establish and lead the VCUHS Office of Records Management and manage an enterprise-wide records management program in accordance with records management laws and regulations as established by the Virginia Public Records Act and Virginia Code §42.1.76-91. The Records Officer reports directly to VCUHS senior leadership and is solely responsible the management of records as produced by all entities, departments, and locations affiliated with the VCU Health System. Ensure records are preserved, maintained, and accessible throughout their lifecycle, in accordance with regulations and guidelines established by state and regulatory guidelines. Establish procedures and techniques for effective records management, continuously survey records and records keeping practices, coordinate legal disposition including destruction of obsolete records, routinely provide education about record retention regulations, and recommend improvements in records management practices, including the use of space, equipment, software, and supplies used in creating, maintaining, and servicing records.

Essential Job Statements

1. Lead Office of Records Management

* Establish and lead the enterprise-wide Office of Records Management responsible for the retention, disposition, and destruction of records throughout their lifecycle in accordance with Virginia law and other related regulations.


* Maintain current knowledge of record management laws and regulations governing each record category whether it is stored physically on paper or electronically


* Maintain and update enterprise-wide records management policies and procedures providing direction for compliance with mandated records management laws and regulations.


* Chair the VCUHS Records Management Steering Committee which approves updates to records retention schedules, approves requests for records destruction, and advises on records management projects and system implementations.


* Coordinate the development of a records emergency response plan for the protection and recovery of records in the event of a disaster, and ensure plan is included in VCUHS comprehensive emergency or disaster plan. Coordinate emergency recovery operations when records are affected.


* Maintain oversight of external record storage vendors, including review and reconciliation of budget and expenses related to records storage and records management


* Respond to audits requests received from the Library of Virginia for records management practices. Cooperate and provide the Library with any records or assistance that it requests. Provide response to any audit findings that require actions necessary to bring VCUHS into compliance.


* Determine classification, arrangement, and indexing of records so that such records are easily accessible for recovery as requested or for servicing.


* Facilitate and influence change in processes as needed to maintain compliance and identify cost-effective resources for record management


* Serve as principal contact for all internal and external inquiries related to the storage, retention, and destruction of VCU Health System records.


* Ensure responsibility and visible commitment of diversity equity and inclusion programs/initiatives through collaboration and implementation of initiatives across the health. The Records Officer is expected to advance the VCU Health System's diversity, equity, and inclusion goals as well as contribute to an environment of positive growth.



2. Records Retention and Destruction

* Create and maintain a record retention schedule for all record categories and types in accordance with applicable laws and regulatory requirements.


* Manage the process of destroying obsolete records ensuring (i) record appears on a records retention and disposition schedule approved by the Library of Virginia and the record's retention period has expired; (ii) a certificate of records destruction, as designated by the Librarian of Virginia, has been properly completed and approved by the agency's designated records officer; and (iii) there is no litigation, audit, investigation, request for records pursuant to the Virginia Freedom of Information Act, or renegotiation of the relevant records retention and disposition schedule pending at the expiration of the retention period for the applicable records series. After a record is destroyed, ensure original certificate of records destruction is forward in a timely manner to The Library of Virginia.



3. Records Management Education/Consultation

* Consult with departments to implement records lifecycle management, including best practices for creating, storing, and utilizing paper and electronic records, and the proper handling and destruction of all record types.


* Consult during IT projects related to system implementation or software decommissioning that have relevant electronic records to enable compliant archival transfer and disposition.


* Present to applicable committees academic and clinical departments and management groups to educate and engage all parties in compliance with policy and importance of ensuring compliance.


* Facilitate and direct through persuasion changes to workflow processes needed to maintain compliance and identify cost-effective resources for record maintenance and destruction.


* Create and implement the Records Management education curriculum about records management laws and regulations, including inclusion of curriculum as an annual education campaign.


* Frequently collaborate with key stakeholders including the Office of General Counsel, Risk Management, Information Security, Internal Audit, Human Resources, and Physician and Hospital leadership, to attain support and compliance with records management policies.


* Facilitate meetings and networking for staff assigned as Records Management Coordinator within specific departments, facilities, or locations, including organizing an annual conference geared toward educating health system leadership, faculty, and staff.


* Build relationships across the enterprise to promote awareness of and compliance with records management policies and procedures



Patient Population

Not applicable to this position.

Employment Qualifications

Required Education:

Bachelor of Science degree in Library and Information Science, Bachelor of Science degree in Archives and Records Management, or a relevant advance degree

Preferred Education:

Master's degree of Library and Information Science, Master's degree of Archives and Records Management, or a relevant advance degree

Licensure/Certification Required:

Certified Records Manager (CRM) or must attain certification within two years from start of employment.

Licensure/Certification Preferred:

Minimum Qualifications

Years and Type of Required Experience

3 - 5 years of experience in records management

Other Knowledge, Skills and Abilities Required:

Knowledge of current trends and practices for records management, legal requirements for records, and obsolete records management

Demonstrated ability to facilitate and influence change necessary to maintain compliance with state and regulatory agency guidelines

Experience leading and managing an oversight committee

Experience facilitating training programs and workshops

Experience managing budgets

Cultural Responsiveness

Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.

Other Knowledge, Skills and Abilities Preferred:

Working Conditions

Periods of high stress and fluctuating workloads may occur.

General office environment.

May have periods of constant interruptions.

Prolonged periods of working alone.

Physical Requirements

Physical Demands: Lifting/ Carrying (0-50 lbs.), Push/ Pull (0-50 lbs.), Stoop, Kneel, Squat, Bending

Work Position: Sitting, Walking, Standing

Additional Physical Requirements/ Hazards

Physical Requirements: Manual dexterity (eye/hand coordination), Hear alarms/telephone/tape recorder, Repetitive arm/hand movements, Finger Dexterity, Color Vision, Acuity - near, Acuity - far

Hazards:

Mental/Sensory - Emotional

Mental / Sensory: Strong Recall, Reasoning, Problem Solving, Hearing, Speak Clearly, Write Legibly, Reading, Logical Thinking

Emotional: Able to Handle Multiple Priorities, Able to Adapt to Frequent Change

EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.