Records Analyst

Records Analyst 4.3 4.3 out of 5 stars Austin, TX 78711 $32

• $38 an hour
• Full-time

TRYFACTA, INC. 16

reviews $32

• $38 an hour

•

Full-time Title:

Records Analyst II Location:

Austin, TX 78711 Monday-Friday

• 40 hours week

Duration:

12 month Seeking an individual with experience managing records and knowledge of record retention schedule (RRS) to organize TSC agency records and designate them within the proper retention schedules using the Office of the Governor's (OOG) ARCHIE records management system. Duties include coordinating with Commission staff to organize document folders on the Commission's shared drive, appropriately renaming record files to eliminate bad file pathways, designating files with record retention schedules in accordance with standards, as well as identify and, if necessary, recommend disposition, after consultation with TSC personnel. The record management officer function includes administering the records program, assisting the agency head, and disseminating information. This position will perform complex (journey-level) records and information management work; general supervision is provided with moderate latitude for the use of initiative as well as independent judgement. Contractors at this level may routinely assist others in performing work of greater complexity, and may:

• Maintain agency records disposition log(s).
• Advise agency employees and work with legal counsel regarding the transfer of agency records to storage and the destruction of records in accordance with all applicable laws, policies, and procedures.
• Participate in the design and completion of filing systems and filing procedures.
• Ensure that records are released to external customers in conformance with the approved retention schedule.

The Records Analyst II will perform a time-sensitive ARCHIE remediation project for TSC records maintained on the OOG/TSC shared drive. The project includes resolving ARCHIE Bad Path and Warning Path Report items, improving ARCHIE classification/compliance percentages, applying approved records retention classifications, and producing a defensible audit trail of changes, approvals, and unresolved exceptions. 2. Objective.

• Provide employee assistance. Regarding a variety of matters related to records and information management, including scanning, storing, indexing, and classifying.
• Gathers information to help with the identification of records to ensure that they are correctly categorized for records retention.
• Identifies and transfers inactive records including preparing records for storage or destruction.
• Review and reconcile ARCHIE reports.

Analyze

OOG ARCHIE

Path Reports, classify each item by business area, record series, custodian, path length, file type, and remediation status.

• Develop a path-remediation plan. Create a TSC/OOG-approved file and folder naming convention that keeps full paths below OOG warning thresholds, preserves record meaning, and supports retrieval, grants administration, public information requests, audits, and retention.
• Correct file and folder paths. Rename and/or restructure folders and files in coordination with TSC staff, OOG Records Management, OOG Information Governance, and OOG IT so that bad paths are eliminated and warning paths are reduced or documented.
• Maintain a crosswalk. Create a before/after crosswalk showing original path, corrected path, record owner, record series/retention code, action taken, date completed, reviewer/approver, and unresolved issues.
• Classify records in ARCHIE. Assign or validate ARCHIE classifications and retention schedule designations under the applicable TSC/OOG certified schedule and TSLAC requirements.
• Protect records from improper destruction. Do not delete, destroy, or de-duplicate records unless the action is approved by the appropriate TSC/OOG authority and checked against retention, audit, litigation, public information request, and administrative review holds.
• Coordinate backup verification. Work with OOG IT or the appropriate technical owner to confirm corrected paths are within system limits and no longer excluded from backup or ARCHIE processing.
• Prepare closeout materials. Deliver a final remediation report, updated file-plan/naming convention, disposition log or destruction recommendation list, unresolved exceptions list, and staff handoff/training materials.
• Performs related work as assigned. 3. Scope of Services. The selected expert will provide the following deliverables and services: 3.1

• Discovery and Requirements Gathering:

  Review internal record retention policies. Conduct interviews or meetings with key TSC and OOG stakeholders to understand strategic goals, desired outcomes, and program constraints. Complete implementation. 3.2

•

File-Path Remediation Planning and Records Classification/Governance Design:

Draft a clear and concise SOO reflecting TSC and OOG needs for records retention. 100% remediation of bad/warning path or documented as approved exceptions (at least warning paths justified in an exception log). 100% of paths tested for file accessibility after renaming/moving. 100% crosswalk coverage for all file paths outlined in ARCHIE. Ensure alignment with legal authorities, OOG guidance, and technology transfer best practices. No record deletion without written approval, retention validation, and documented holds. Report-outs weekly and upon closeout (before and after) of ARCHIE compliance percentages. Incorporate measurable outcomes and performance-based objectives. Final file naming convention and folder taxonomy adopted by TSC and OOG to prevent recurrence. 3.3

• Review and Consultation:

  Participate in up-to-weekly review sessions with TSC and/or OOG to refine deliverables. Address feedback and finalize documents for submission. 5. Qualifications. Minimum Qualifications
• Experience in record management work.
• Previous experience working at a government agency (local/state/federal).
• Experience with shared-drive or SharePoint/Teams file cleanup, long-path remediation, file naming conventions, metadata preservation, and audit trails.
• Strong Excel/data reconciliation skills for path inventories, crosswalks, exception logs, and reports. Knowledge, Skills, and Abilities
• Knowledge of foundational records management theory and practice; records management laws, regulations, rules, policies and procedures; and principles and concepts of information governance and various phases of records and information management.
• Skill in the use of a computer and applicable software.
• Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance orally or in writing; to apply standardized information management strategies and procedures to unusual and/or critical situations; and to communicate effectively. Education Qualifications
• Graduation from an accredited four-year college or university. o Experience and education may be substituted for one another. Preferred Qualifications
• Knowledge of OOG record retention policies and procedures.
• Direct experience with OOG ARCHIE or a comparable electronic records management/classification system.
• Experience applying Texas state agency records retention schedules, TSLAC / RRS, and records disposition requirements.
• Experience with Texas public sector grants, contracts, reimbursement documentation, financial support records, PIR/open-records files, legal files, or personnel/hiring records.
• Familiarity with legal holds, public information requests, audit holds, confidential/proprietary information, PII, and vital records.
• Preferred certifications or training: o Certified Records Manager, o Information Governance Professional, o TSLAC records management training, or o comparable electronic records/information governance training. 6. Essential Duties
• Provide employee assistance. Regarding a variety of matters related to records and information management, including scanning, storing, indexing, and classifying.
• Gathers information to help with the identification of records to ensure that they are correctly categorized for records retention.
• Identifies and transfers inactive records including preparing records for storage or destruction.
• Review and reconcile ARCHIE reports.

Analyze

OOG ARCHIE

Path Reports, classify each item by business area, record series, custodian, path length, file type, and remediation status.

• Develop a path-remediation plan. Create a TSC/OOG-approved file and folder naming convention that keeps full paths below OOG warning thresholds, preserves record meaning, and supports retrieval, grants administration, public information requests, audits, and retention.
• Correct file and folder paths. Rename and/or restructure folders and files in coordination with TSC staff, OOG Records Management, OOG Information Governance, and OOG IT so that bad paths are eliminated and warning paths are reduced or documented.
• Maintain a crosswalk. Create a before/after crosswalk showing original path, corrected path, record owner, record series/retention code, action taken, date completed, reviewer/approver, and unresolved issues.
• Classify records in ARCHIE. Assign or validate ARCHIE classifications and retention schedule designations under the applicable TSC/OOG certified schedule and TSLAC requirements.
• Protect records from improper destruction. Do not delete, destroy, or de-duplicate records unless the action is approved by the appropriate TSC/OOG authority and checked against retention, audit, litigation, public information request, and administrative review holds.
• Coordinate backup verification. Work with OOG IT or the appropriate technical owner to confirm corrected paths are within system limits and no longer excluded from backup or ARCHIE processing.
• Prepare closeout materials. Deliver a final remediation report, updated file-plan/naming convention, disposition log or destruction recommendation list, unresolved exceptions list, and staff handoff/training materials.
• Performs related work as assigned. 7. Physical Requirements and/or Working Conditions
• This classification functions in a standard office environment: o Ability to move up to 20 lbs. o Ability to drive and travel as needed.
• Will need to move about the office to access file cabinets, office machinery, set up conference rooms for meetings, etc.
• Must be able to communicate and exchange accurate information via phone, computer, and in person.
• Must be able to observe and evaluate data in a variety of formats, including hard copy, electronic, and media formats.

Must be able to work hours during a legislative session that includes holidays and as needed. 8. Government/Client Furnished Resources.

Texas Space Commission will provide:

Relevant background materials and documentation. Access to stakeholders and SMEs for interviews and reviews. Templates or guidelines for state compliance (if applicable). All applicable equipment needed to perform the required functions of the job.

Pay:

$32.00

• $38.

00 per hour

Work Location:

In person