Senior Records & Information Management Analyst- Office of the Secretary at Federal Reserve Board of Governors in Washington, Washington DC

Job Description:

Minimum Education

Bachelor's degree or equivalent experience

Minimum Experience

5

Summary

The Senior Records and Information Management Analyst provides senior level records and information management consultation to professionals at the Board and throughout the Federal Reserve System. Incumbent performs and may lead complex business process and records consultation or analysis. Incumbent participates in and may lead the design and maintenance of electronic records and related IT system functions; the development of Records Program policies and guidance; the review and approval/denial of the decommissioning of systems, applications, and collaboration sites; and the review and approval/denial of requests to destroy/delete records. Incumbent performs complex collection management duties and related reference requests as required. Incumbent performs and may also lead project management components of work and contributes to the development of training related to one or more areas of records and information management.

Duties and Responsibilities

• Records Planning and Analysis: Participates in and may lead the development of recordkeeping plans and guidance by using business process analysis (BPA), functional analysis, records inventories, and business documentation. This includes participating in or leading the development and implementation of recordkeeping recommendations, such as plans, policies, records schedules, and procedures, that meet the needs of unique lines of business while complying with records management laws, regulations, policies, and retention schedules.


• System Design and Development: Performs and may lead efforts to research, design, test, certify, and implement recordkeeping functionality and requirements in complex Board and Reserve Bank systems and applications (e.g., cloud-based solutions, on-premise systems, SharePoint Sites, etc.) by using the results of program/process analyses. Works on project teams and governance groups to analyze contracts for records management requirements. Conducts and may lead analysis of systems and applications to determine if they meet Board and federal recordkeeping requirements while meeting the needs and requirements of business owners. This work includes but is not limited to: working with senior information technology experts, program officials, and Legal Division attorneys to ensure that contracts meet records management requirements.


• System/Records Decommissioning, Migration, and Destruction: Performs and may lead efforts with senior Records Program staff to review and approve/deny requests to decommission and/or migrate systems, applications, and collaboration sites, such as SharePoint sites, SharePoint Online sites, and Microsoft Team sites. This includes working with program staff and managers to determine the function and contents of the site, determining the retention of the records of the site, deciding if the site needs to be archived or the contents copied to FIRMA, and working with the Legal Division to determine if there are any legal holds on the contents. This may also include approving the decommissioning and/or migration of eligible sites. Performs and may lead efforts with senior Records Program staff to review and approve/deny requests from Board divisions and Reserve banks to destroy Board and Board-delegated records including verifying that the records meet the criteria for destruction and working with the Legal Division to determine if there are legal holds on the records.


• Records System Administration and Management: Performs and may lead efforts with senior Records Program staff to administer and manage Records Program IT systems including FIRMA and the Records Email Vault (REV). This work includes, but is not limited to: working with senior information technology experts and Records Program staff to enhance search capabilities and other functionalities within FIRMA and REV; performing and/or leading the development of new interfaces between FIRMA and other records repositories of Board documents; cleaning related IT interfaces and backlogs; developing filing structures and defining standard metadata requirements to be used for new collections of FIRMA records; assisting REV users with searches and exports of email and messages; establishing, evaluating, and making recommendations to improve existing workflows used to process analog and electronic records; triaging and often resolving IT/Help Desk issues related to Records Program IT systems; performing testing and quality control reviews for systems and their content; writing policies and procedures that relate to Records Program IT Systems and their content; and supporting audits or reviews of Records Program IT systems.


• Policy and Guidance Development: Performs and may lead efforts to develop and issue records and information management policies and guidance, including proper electronic recordkeeping and IT systems processes and procedures that align to Board and Reserve Bank business needs and comply with federal (e.g., National Archives and Records Administration (NARA)) records laws and regulations. Participates and may serve as lead Records Program representative on workgroups and liaison groups to ensure records management principles are integrated into Board-wide and Reserve Bank systems and initiatives and to communicate the importance and benefits of records and information management to stakeholders. Assists and may serve as a subject matter expert for Board and Reserve Bank staff (officers, managers, and others) with the interpretation of federal and Board-specific records and information management policies, procedures, and records schedules, which includes developing and delivering training and/or one-on-one assistance to ensure thorough understanding of records management policies and/or use of related IT systems.


• Collections Management: Processes and manages sensitive and complex FIRMA records collections and legacy analog records through collection maintenance projects, digitization projects, and offsite storage. Leads efforts to identify gaps in records, locate records to complete the collections, and review collections to ensure that records are in the correct collection in FIRMA and readily accessible for retrieval. Recommends reorganization of records collections, as necessary, and analyzes records to determine necessary metadata to facilitate better access to the information. Performs final review of documents processed into FIRMA by junior Records Program staff to ensure they are accurate and complete and that they meet recordkeeping guidelines. Leads efforts to develop aids or guides to assist with documentation of collection rules and subsequent retrievals. Leads processing of all incoming records deletion approval requests and backlog of deletion approval requests in a timely manner and on a consistent basis. Responds to deletion approval requests sent to OSEC by the Board Applications Service Desk (BASD).


• Reference Requests: Responds to complex and time sensitive reference requests including FOIA requests, Congressional inquiries, and internal requests for records in the custody of the Records Program. Works with managers and staff in all divisions, particularly the Legal Division and the Information Disclosure Section, to define search topics, discuss search terms, and to review potential responsive documents. Determines where responsive documents may be located at the Board and Reserve Banks, decides which records series may contain responsive documents, leverages knowledge of complex search methodologies to determine how best to conduct the necessary research, and utilizes a wide variety of finding aids. Serves as a subject matter expert in locating responsive documents and may analyze their contents to identify new search terms and perform additional searches as required.


• Project Management: Works independently to directly manage complex project initiatives in the Board's Records Program. Project management work includes: collaborating with project stakeholders, gathering project and process requirements, planning and developing project plans, tracking progress against plans, reporting on progress to management as appropriate, and resolving unforeseen problems that arise. Project management work may be performed using either traditional project management or agile project management principles.


• Performs additional duties as assigned.

FR-26 requires a bachelor's degree and a minimum of 5 years of experience in information management, library sciences, history, or a related field; or equivalent experience. Requires a master's degree in information management, library sciences, or history with 4 years of related experience is preferred. Must possess senior level knowledge of records and information management concepts, principles, and practices, including electronic records and information management. Must possess advanced analytical, problem solving, research, and business process analysis abilities. Must have excellent attention to detail and a demonstrated ability to balance multiple assignments simultaneously. Must possess and demonstrate advanced subject matter expertise regarding applicable laws, regulations, and guidance (e.g., Federal Records Act, Paperwork Reduction Act, Open Data Act, FOIA and Privacy Acts, federal records regulations, Board- specific policies and procedures, etc.). Must be able to obtain advanced knowledge of Board and Reserve Bank functions to develop and implement electronic recordkeeping processes for Board divisions and Reserve Banks. Must be able to quickly learn and remain current on a wide range of relevant information technology used at the Board. Must have advanced functional knowledge and ability to incorporate recordkeeping functionality and technical business processes into those systems and applications. Must have advanced knowledge of best practices associated with usability, information systems design, and information retrieval. Must be able to learn and have advanced knowledge of the holdings of the Records Program to ensure appropriate searches are conducted when locating documents responsive to records requests. Must have excellent interpersonal skills to interact with a breadth of Board and Reserve Bank staff at all levels and build relationships as appropriate. Must demonstrate advanced communication (oral and written) and consultative skills, especially the ability to both clearly and concisely communicate findings or information and train others at all levels. Must have familiarity with and ability to apply advanced project management principles to work performed, whether traditional or agile.

FR 27 - Requires a bachelor's degree and a minimum of 6 years of experience in information management, library sciences, history, data management, or a related field; or equivalent experience. A master's degree in information management, library sciences, data management or history with 5 years of related experience is preferred.

The Lead Records and Information Management Analyst will lead various efforts within the Records Management Services function. This role focuses on leading projects to support the Board and Board-delegated functions in identifying and managing the records they create and receive. The lead analyst will:

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    • Facilitate efforts to decommission, migrate, and destroy eligible systems and records.
    • Consult with Board technical and business staff to implement recordkeeping requirements for records and data maintained by the Board in systems and applications, including M365, custom developed applications, and COTS products purchased by the Board that maintain Board records.
    • Stay up to date with trends and policies in information and data governance, artificial intelligence, and other emerging technologies to ensure that recordkeeping requirements are implemented appropriately at the Board to support the long-term preservation of records.
    • Develop recordkeeping plans, provide guidance, and ensure compliance with records management laws, regulations, policies, and schedules.

This position is located on-site in Washington, DC with a minimum on-site requirement of 6 days per month and as business needs require.

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