Records Management Analyst

1 week ago

Cambridge, Massachusetts, United States Copyright Clearance Center Full time
Job Overview

Position Title: Document Management Specialist

Objective:

The Document Management Specialist plays a crucial role in ensuring the effective utilization of RAS Signature Processes alongside relevant systems and tools, aimed at preserving essential documentation for both the Crop Protection and Seeds divisions. This position is pivotal in delivering conceptual indexing of proprietary registration records and reports, thereby enhancing information retrieval capabilities.

Core Responsibilities:

  • Identify and address process challenges and enhancements in response to evolving circumstances.
  • Contribute to the development of documentation practices and adapt procedures to guarantee that information is systematically organized, maintained, and readily accessible, all while adhering to applicable regulations and company policies.

Essential Skills and Qualifications:

  • A Bachelor's degree is mandatory.
  • Ability to apply knowledge to new chemical formulations and technologies as developed and reported by the organization.
  • Familiarity with chemical nomenclature is critical.
  • Experience with document management systems is preferred.
  • Background in indexing, taxonomy, and metadata is advantageous.
  • Understanding of regulatory requirements pertaining to Crop Protection and Seeds products.
  • Exceptional communication, organizational, time management, and problem-solving abilities.
  • Capacity to collaborate effectively with all levels of global staff.
  • Proficient in systematically summarizing content and metadata for vital registration documents selected for database inclusion.
  • Awareness of the protection of company intellectual property.
  • Ability to work independently and efficiently in a fast-paced, multitasking environment.
  • Adaptability to change in a timely and appropriate manner.
  • Capacity to learn and retain complex process flows and systems.
  • Proficiency in MS Office, Adobe, and SharePoint applications.
  • Quick learner of new processes.

Collaboration:

Engage with Regulatory and Stewardship teams to provide document management services and ensure user-friendly access to Document Management tools.

Key Duties:

  • Participate in the ongoing development and maintenance of document and record management processes for capturing critical global regulatory product registration records.
  • Provide conceptual indexing of proprietary reports through thorough reading and analysis, identifying key concepts, standard vocabulary, and chemical substance identifiers.
  • Clarify and fulfill incoming indexing requests to capture pertinent information, confirm criteria, and uphold data integrity by identifying and rectifying errors.
  • Support the distillation of indexing knowledge and best practices for integration into indexing guidelines and operational procedures as necessary.
  • Engage in cross-functional collaboration with global registration teams, Platform Management, Global Registration Managers, Legal, and Regulatory Science.
  • Safeguard highly sensitive and confidential information in accordance with company protocols.
  • Assist in testing the document management system following upgrades, enhancements, security updates, and server migrations.
  • Help in adding metadata values to the document management system's administrative tables.
  • Assist in the creation of accounts for new users.
  • Support monitoring of the team’s functional mailbox.

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