Job Objective:
This role is responsible for leading the company's physical records management program, ensuring the secure storage, retrieval, retention, and disposition of critical business records. This position oversees the lifecycle management of physical records including well files, land documents, engineering drawings, regulatory filings, legal records, and historical archives. The role partners closely with business units across the organization to ensure records are managed in compliance with legal, regulatory, and corporate requirements while supporting ongoing digitization and information management initiatives.
Essential Job Responsibilities:- Develop, implement, and maintain the company's physical records management strategy, policies, standards, and procedures.
- Manage the storage, organization, retrieval, tracking, retention, and disposition of physical records in accordance with corporate policies and regulatory requirements.
- Oversee records inventories for well files, land records, engineering drawings, geological information, legal documents, environmental records, and other operational records.
- Ensure compliance with federal, state, and local record retention regulations, legal hold requirements, and company information governance policies.
- Coordinate with Legal, Regulatory, Land, Engineering, Operations, Finance, and other business units to support audits, litigation, regulatory requests, and records research.
- Manage relationships with off-site records storage providers, document destruction vendors, and scanning service providers to ensure secure, efficient, and cost-effective records management services.
- Lead initiatives to digitize legacy records and improve the accessibility, organization, and preservation of critical business information through enterprise document management systems.
- Develop and maintain disaster recovery and business continuity procedures for critical physical records and archives.
- Establish service levels and performance metrics for records retrieval, customer service, inventory accuracy, and records lifecycle management.
- Lead, coach, and develop a team of records management professionals while fostering a culture of continuous improvement, customer service, and operational excellence.
- Supervises personnel and conducts employee performance evaluations.
- Supervises, as needed/assigned, hiring and retention of personnel.
- Assists with providing training to staff in Generally Accepted Records Principles (or "The Principles").
- Establishes and maintains regular and ongoing written and in-person communications with the organization's executives, decision-makers, stakeholders, department heads, and end-users regarding pertinent development activities.
- Maintains employee confidence and protects operations, including intellectual property, by keeping information confidential.
- Maintains technical knowledge by attending educational workshops and reviewing professional publications, establishing personal networks, and participating in professional associations.
- Contributes to team effort by accomplishing related results, as needed.
- Other duties as assigned by management.
Qualifications:- Minimum of 7 years of progressively responsible experience in records management, information management, or document management, preferably within the oil and gas industry.
- Minimum of 3 years of leadership experience managing records management personnel and operations.
- Strong knowledge of information technology, data processing, automation and process optimization concepts. This role requires understanding and optimizing has data and records flow through their lifecycle.
- Strong knowledge of records retention schedules, information governance principles, legal hold processes, and regulatory compliance requirements.
- Experience managing enterprise records repositories, off-site storage vendors, and document imaging or digitization projects.
- Familiarity with oil and gas operational records, including well files, land records, lease documentation, engineering drawings, production records, regulatory filings, and environmental documentation.
- Experience with enterprise content management (ECM) or document management platforms such as OpenText, SharePoint, Documentum, FileTrail, or similar technologies. Experience managing software vendors and contracts.
- Excellent organizational, analytical, and project management skills with the ability to manage multiple priorities and large volumes of physical records.
- Strong leadership, communication, and interpersonal skills with the ability to build effective partnerships across technical and business organizations.
- Demonstrated commitment to continuous improvement, operational excellence, customer service, and information security. Outstanding interpersonal and Customer Service skills.
- Ability to establish and maintain effective working relationships with employees, supervisors, and other departments.
- Ability to manage time and complete multiple, diverse tasks of differing priorities without close supervision.
- Excellent written and verbal communication skills, with specific ability to translate complex information into an organized and presentable manner.
- Ability to establish priorities, meet deadlines, and concentrate on detailed information in a fast-paced and demanding work environment.
- Ability to develop policies and procedures. Ability to apply theory and knowledge to practices and procedures.
- Experience with AI Tools as a way to facilitate routine tasks.
- Proficiency in the use and application of the following software:
- Required: Microsoft Office (Excel, Word, PowerPoint, and Outlook), SharePoint
- Preferred: FileTrail and Kofax, IHS indexer, and other regulatory agency sites
Education Requirements:- Bachelor's degree in Information Management, Business Administration, Library Science, Information Systems, or a related field.
Certifications, Licenses, Registrations:- Preferred: Certified Records Manager (CRM), Information Governance Professional (IGP)
