Director Records Management

TX-HHSC-DSHS-DFPS•Austin, TX

4d•$6,378 - $9,000•Onsite

About The Position

The Records Management Director is responsible for agency-wide records and information governance strategy, providing visionary leadership, oversight, and coordination of all records management for the Health and Human Services Commission (HHSC) and the Department of State Health Services (DSHS). This position ensures compliance with state and federal records retention laws, promotes operational efficiencies, and supports transparency and accountability. It oversees policies, procedures, systems, and compliance initiatives to ensure that all agency records—physical and electronic—are managed effectively, securely, and in accordance with applicable laws and best practices. The director collaborates with agency leadership, legal counsel, IT, and program areas to safeguard agency records throughout their lifecycle. Performs senior-level managerial work, providing direction and guidance. Work involves establishing the strategic plan, goals, and objectives for the creation, maintenance, storage, appraisal, and disposition of state records at HHSC and DSHS. Develops policies in conjunction with Information Technology (IT), Information Security (IS), Legal Services, executive management, and program leadership and subject matter experts. Responsible for reviewing guidelines, procedures, rules, and regulations, including collaboration with the Texas State Library and Archives Commission to develop rules for records and information management across state government in Texas. Establishes priorities, standards, and measurement tools for determining progress in meeting goals related to decreasing cost, improving efficiency in the use of physical and electronic resources, and maintains compliance with state and federal laws. Coordinates and evaluates program activities; and reviews and approves budgets related to records storage and secure destruction. Plans, assigns, and supervises the work of others. Works under minimal supervision with extensive latitude for initiative and independent judgment.

Requirements

Bachelor’s degree in business administration, library/information sciences, records management, public administration, communication, or related field. Relevant experience may be substituted for education on a year-for-year basis up to four years.
A minimum of five years of experience in records, or retention schedules, or dispositions and compliance with Texas Government Code Chapter 441.
Three years of supervisory or leadership experience.
Experience in large, complex public sector or government organizations.
Knowledge of state and federal records management programs for HHSC and DSHS, including policies, procedures, training, and governance.
Knowledge of records management statutes and rules, including state retention schedules, Texas Public Information Act, and federal regulations such as HIPAA, and other compliance frameworks.
Knowledge of Texas State Library and Archives Commission rules and relevant federal, state, and local laws as they pertain to records and information management, confidential information, public information, and information security.
Knowledge of lifecycle management of physical and electronic records, including classification, retention, retrieval, compliance requirements, and secure disposition.
Knowledge of advising executive leadership and aligning records strategy with organizational goals.
Knowledge of risk assessment and mitigation related to records and information systems.
Knowledge of trends, innovations, and best practices in records and information governance, including AI tools, automation, and cloud-based systems.
Knowledge of technological solutions, systems, digital archiving, digitization strategies, and data governance and metadata management.
Skill in leading, developing, and mentoring records management teams; fostering a culture of accountability, collaboration, transparency, and high performance.
Skill in developing, implementing, and improving records retention schedules in collaboration with program areas, legal teams, and executive leadership.
Skill in designing and implementing strategic plans aligned with organizational goals, including setting measurable objectives, and tracking progress.
Skill in policy development, audit compliance preparedness, regulatory compliance, and staff training across a distributed workforce.
Skill in writing and presenting executive-level reports, metrics, and dashboards to inform leadership and support data-driven decisions.
Skill in communicating clearly and openly across all levels of the organization, promoting openness and measurable impact.
Skill in exceptional analytical and problem-solving skills, particularly with large-scale or complex record systems.
Skill in demonstrated commitment to transparency in decision-making, communication, and information governance. Fostering trust and accountability within the team and agency.
Skill in driving continuous improvement through proactive risk management, strategic insights, and innovative records solutions.
Skill in strong interpersonal and collaborative skills, including influencing others without direct authority.
Skill in change management and stakeholder communication, navigating complex organizational environments.
Skill in implementing and optimizing electronic records systems.
Ability to lead cross-functional collaboration: Work collaboratively across divisions and implement change and align with agencywide strategies in a complex organization.
Ability to provide strategic program oversight: Develop and direct program goals, objectives, and initiatives to support the organizational strategy.
Ability to plan, assign, and supervise the work of staff while fostering a collaborative and high-performing team environment.
Ability to deliver formal and informal training to agency staff and leadership to ensure records management best practices.
Ability to think strategically and effectively manage complex projects with a focus on continuous improvement.
Ability to identify problems, assess alternatives, and implement effective solutions.
Ability to lead workgroups to consensus decision-making.
Ability to effectively convey ideas, expectations, and updates at all organizational levels.
Ability to conduct internal compliance audits aligned with state and federal records management policies.
Ability to evaluate laws and regulations for operational and fiscal impact on records.
Ability to work independently and as part of a team.
Ability to handle confidential and sensitive information with professionalism and discretion.
Ability to manage budget, including staff and system-related resources.
Ability to provide staff leadership, supervision, and professional development opportunities, including fostering collaboration across a large organization.

Nice To Haves

Supervisory experience leading records management staff.
Relevant professional certification (e.g., Certified Records Manager, Certified Information Professional, Information Governance Professional).

Responsibilities

Serves as the Director of Records Management for HHSC and DSHS. Establishes the strategic plan, goals, and objectives for the creation, maintenance, storage, appraisal, and disposition of state records at HHSC and DSHS.
Creates, reviews, and approves reports and presentations to executive management on the productivity and priorities of the HHS Records Management program.
Reviews the results of research and data analysis to provide direction and guidance to records management staff and stakeholders.
Reviews proposed legislation for impact on agency records management and related functions.
Stays informed about changes in laws, regulations, and industry standards that may impact the organization.
Ensures that compliance practices are updated to reflect regulatory changes.
Collaborates with the Texas State Library and Archives Commission to develop records and information management rules across state government in Texas.
Represents the HHS System on the State Agency Coordinating Committee’s Records Management Subcommittee.
Provides direction, guidance, and assistance to the HHS System in managing state records.
Develops records retention schedules in conjunction with program areas and stakeholders.
Develops policies with IT, IS, Legal Services, Procurement and Contracting Services, executive management, program leadership, program record coordinators, and subject matter experts.
Reviews guidelines, procedures, rules, and regulations at the agency and program level for compliance with state and federal law and records management best practices.
Develops and offers training for HHS employees on records management policies, procedures, and best practices.
Establishes priorities, standards, and measurement tools for determining progress in meeting the goals of the HHS Records Management program in support of the HHS System strategic plan and priorities.
Plans, develops, implements, coordinates, monitors, and evaluates program activities and training related to decreasing cost and improving efficiency in the use of physical and electronic resources, and achieving compliance with state and federal laws.
Conducts and monitors compliance of HHS policies, procedures, and activities with state and federal law.
Plans, executes, and reports on compliance audits across various departments and functions.
Evaluates the effectiveness of internal controls and compliance with applicable laws, regulations, and policies.
Identifies areas of non-compliance and recommends corrective action.
Prepares compliance reports of any risks and vulnerabilities of risk assessments.
Identifies the need to revise policies and procedures due to changing technology, legislation, priorities, program organization, and interdependencies.
Plans, assigns, and supervises the work of ten full-time staff in the HHS Records Management Office.
Plans, develops, and approves schedules, priorities, and standards for achieving goals.
Manages all personnel activities, including hiring, performance management, disciplinary actions, and time and leave management.
Monitors department budget of $1.2 million for records storage and secure destruction services.