Records Analyst

Ensures adherence to all current standards as outlined in the State Administrative Manual (SAM), mandated by the Department of General Services (CalRIM), regarding Records Retention Schedule, Records Transfer List, Records Preservation, Records Disposition and Records Inventory. Performs routine records management activities which includes: a detailed analysis, preparation and maintenance of accurate Records Transfer List (Std 71); creating, revising and implementing an active Records Retention Schedule (Std 73); and updating the State Records Special Authorization (-50) for the State Lands Commission (Commission) which complies with the Records Management Act and section 1600 of SAM. Reviews and approves agency records retention schedules prior to submission to CalRIM. Surveys record groups which involves classifying, researching and analyzing records for proper naming and grouping. Assists with records inventory and assessment activities. Conducts quarterly audits of the records that are authorized for destruction through the Authorization for Destruction Reports and the records retention schedule. Evaluates and analyzes audits findings to ensure compliance in processing records retention and record destruction activities. Reviews, analyzes, and approves destruction of records stored at the State Records Center (SRC). Evaluates and compiles reports and prepares justifications on various types of records and audit findings; consolidates records and moves records offsite as requested by the Records Manager, Division Chief, Administrative Services Division, or CalRIM. Sends and receives records for the Commission to SRC, maintains records database, verifies the transfer list for accuracy before sending records to SRC, and distributes announcementsof records management activities. Conducts an annual disposition of Commission’s records not stored at the SRC. This includes transfer of records to the California State Archives or SRC as well as destruction of records at the SRC Document Destruction Center. Acts as an information source, providing input to management, and other staff on all processes related to records management. Serves as the Commission’s Forms Coordinator which includes in-depth coordination with Commission staff, comprehensive analysis, and development of individual forms for compliance with the mandated requirements set by the Department of General Services – Forms Council. The Forms Coordinator is responsible for: creating an up-to-date inventory of all forms; analyzing and redesigning existing forms; analyzing and creating new forms and making them fillable, savable, reader extended, and available online; setting proper time-line on completing individual forms; getting approvals from Legal and Division staff; meeting the due dates of each forms as requested; standardizing forms to comply with the five elements set by the Forms Council to meet the 508 guidelines and adhere to Personally Identifiable Information (PII) criteria; and developing a detailed step-by-step procedures manual for forms creation and management process. Works on Forms Improvement Project, which is an ongoing long-term analytical project. Conducts difficult and complex analytical studies, for example: assists the Project Lead with the long term Records Management Project which includes: classifying and analyzing record sets in-house and at the State Records Center; standardizing retention periods; determining item numbers and record type for all in-house and SRC records; consolidating the Records Unit’s records reference sources (Binders, scanned copies and excel Spreadsheet); and providing analytical and technical writing skills in creating a comprehensive Records Manual for the Commission. This position also supports the Records Management Unit (RMU) Business Process Documenting Project which involves: brainstorming and analyzing ideas; documenting all RMU specific business processes; and creating process diagrams for each process using Microsoft Visio software. As part of the Records Management Program, and under the direction of the Project Lead, this position is also responsible for: performing a wide a variety of special project duties, such as evaluating records management needs or changes to the program; developing the Commission’s Records Manual; updating records inventory database; conducting an inventory of records; analyzing historical records for description; naming and preservation options; providing training to Commission staff in the operation of records management systems and databases, e.g., scanning, records retention, record retrieval, duplication, records destruction; advising Commission staff on record procedural or content problems; and ensuring security and preservation of records in storage. Serves as a liaison to CalRIM, State Records Center, California State Archives, and the Commission, regarding matters related to Commission’s Records Management Program. 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