Job Title
Records and Information Management (RIM) Subject Matter Expert (SME)
Location
Springfield, VA 22150 US (Primary)
Category
Information Management
Job Type
Full-Time
Career Level
Manager
Education
Bachelor's Degree
Travel
Security Clearance Required
TS
Job Description
- Manage OSD records content through its life-cycle, from creation to disposal of temporary content and archiving/transferring of permanent content to the National Archives IAW The Federal Records Act, 36 CFR Parts [redacted], OMB/NARA M-23-07, DoDI 5015.02, Administrative Instruction 15, OSD RIM Procedural Resource and Instructional Manual (PRIMER), and the OSD Records Disposition Schedule
- Support includes:
- Manage daily 7th floor contractor operations supporting the Executive Archive (EA), which contains terabytes of Office of the Secretary of War (OSW) records; coordinate workload priorities, staff assignments, production schedules, and coverage with the RIM Project Manager and team leads.
- Review and map current EA workflows from intake and inventory through metadata validation, ingestion, search and retrieval, retention, and authorized disposition; identify bottlenecks, duplicate handling, rework, and control gaps.
- Lead business process improvement (BPI) implementation for 7th floor operations: establish baseline performance, analyze root causes, design improved workflows, pilot approved changes, and measure results before broader adoption.
- Coordinate EA modernization with records personnel, IT staff, security representatives, and Government stakeholders; translate operational needs into requirements for approved automation, bulk processing, metadata cleanup, and improved discovery of large electronic record collections.
- Establish and monitor workload and quality metrics, including records and data volume processed, backlog age, cycle time, ingestion exceptions, metadata accuracy, and rework; brief trends, resource needs, risks, and corrective actions to the RIM Project Manager.
- Develop and maintain EA workflow maps, SOPs, work instructions, and quality checkpoints; train staff on approved changes and verify consistent implementation across 7th floor teams.
- Coordinate issue resolution and operational handoffs while preserving record integrity, provenance, access controls, retention requirements, and legal holds; implement migration, deletion, or disposition actions only through approved procedures and required Government authorization.
- Recommending strategies and participating in program planning, goal setting, and development of policies and procedures
- Providing subject matter expertise in the conduct of records management reviews:
- Reviewing and evaluating OSD information to determine record content, office of origination, disposition (permanent or temporary), classification level, inclusive age range, disposition date, and other pertinent information
- Organizing the records for appropriate maintenance and dispositioning
- Identifying and applying metadata
- Preparing summaries of findings, and tracking/log sheets for records overdue for dispositioning for government approval
- Supporting the ingestion, maintenance, and disposition of records in an electronic records repository
- Validating metadata accuracy and comprehensiveness, and conducting data cleanup where needed, in the records and information management database
- Creating or updating finding aids for select OSD records collections in accordance with National Archives and Records Administration (NARA) finding aid requirements
- Validating or countering (with appropriate justification) NARA findings on samplings of disposition-eligible record collections in support of the annual move of OSD record collections from the federal records centers to the NARA II facility
- Supporting the OSD's transition to digital government (to include addressing legacy file type conversion, and implementing NARA policy and bulletins on electronic records management)
- Providing recommendations on records formats, uniform naming conventions, and storage methods
- Assisting in the identification of records responsive to requests for information, Freedom of Information Act (FOIA) requests, litigation, Mandatory Declassification Review (MDR) requests, Presidential requests, Congressional requests, and historical research requests
- Writing and updating a comprehensive RIM SOP in compliance with OSD and federal laws, regulations, and governing documents
- Assisting in the preparation of status reports and other contract deliverables
- Creating and delivering presentations (training, program briefings, project summaries)
- Researching and monitoring current trends, best practices, and developments in information management
- Supporting additional ad hoc records and information management requirements in support of our federal client
Job Requirements
- Active DoD Top Secret clearance
- Bachelor's degree in an information management-related field or an equivalent combination of education and/or experience
- 5+ years of demonstrated performance related to the above duties and responsibilities in direct support of DoD/OSD records management
- Strong analytical skills, organizational skills, leadership skills, attention to detail, professional communication skills (written and verbal), and reading comprehension skills
- Demonstrated ability to speak with authority on the Federal Records Act, National Archives and Records Administration (NARA) guidelines, and other documents governing federal records management practices
- Demonstrated subject matter expertise in federal records management policies and procedures
- Proficiency in Microsoft Office Suite, primarily Excel, Word, and PowerPoint
- Demonstrated ability to coordinate daily records operations, prioritize workloads, monitor production and quality, and resolve workflow issues across teams.
- Experience reviewing and improving business processes, documenting workflows and SOPs, implementing operational changes, and using metrics to evaluate results.
- Ability to support large electronic records collections and communicate operational requirements to technical teams for repository modernization and process automation.
- Desired but not required:
- Certification in Information Governance or Records Management (Certified Records Manager (CRM) or Certified Records Associate (CRA))
Salary range for this position is $120,000-$150,000 annually.
