Document Management, Retention, and Data Privacy Specialist

State of Indiana • Indianapolis, IN

5d • Onsite

About The Position

The Document Management, Retention, and Data Privacy Specialist ensures agency-wide compliance with state and federal regulations related to document creation, maintenance, and retention. In this role, you will support the development and implementation of consistent record-keeping practices, safeguard sensitive information, and ensure all documentation is managed in accordance with legal and operational requirements. You will also serve as a key resource to staff across the agency, promoting effective records management and supporting the integrity, security, and accessibility of DCS information. This is an on-site role in the central DCS offices at the Indiana Government Center in Indianapolis, Indiana.

Requirements

• Experience with document management systems and electronic records platforms preferred.
• Knowledge of record-keeping principles, retention practices, and information governance requirements.
• Understanding of data privacy standards and procedures for safeguarding sensitive information.
• Strong attention to detail, accuracy, and compliance.
• Ability to manage multiple projects and deadlines in a regulated environment.
• Effective communication skills, with the ability to work collaboratively across teams.
• Advanced knowledge of the organization's business systems and commercial business applications.
• Advanced knowledge of technical problems and solutions as they relate to the current and future business environment.
• Considerable knowledge of project management theories and practices and the ability to apply that knowledge.
• Advanced knowledge of fundamental concepts, system design, relationships between various elements of the overall solution.
• Ability to comprehend and translate business systems or application requirements in a meaningful and functional manner.
• Ability to apply system development methodologies to oversee systems modifications and initiatives.
• Ability to use logic and critical thinking to address issues efficiently and effectively.
• Ability to adapt to new information and scenarios and understand the implications of those changes.
• Knowledge of fundamental concepts, system design, relationships between various elements of the overall solution.
• Familiarity with using and interpreting data structures and relationships.
• Ability to understand how change management methodology aligns with and enhances project management and implementation.
• Ability to lead, encourage and influence others to perform.
• Ability to perform essential functions with or without reasonable accommodation.
• At least 3+ years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

Responsibilities

• Design, implement, and maintain document and electronic record-keeping systems in alignment with agency needs and compliance standards.
• Develop, revise, and manage records retention and disposition schedules consistent with state and federal regulations.
• Maintain accurate inventories of active, inactive, permanent, and non-permanent record series across the agency.
• Oversee the timely and secure disposal of non-permanent records in accordance with approved retention schedules.
• Coordinate with the Indiana State Archives to transfer permanent records, ensuring proper preparation and documentation.
• Identify process gaps, risks, and vulnerabilities related to documentation and data privacy, and support remediation efforts.
• Assist with implementation of data management controls that protect sensitive or confidential information.
• Provide guidance, support, and training to staff regarding proper document management, retention requirements, and privacy practices.
• Collaborate with internal stakeholders to ensure consistent compliance with records-related policies and procedures.
• Maintain documentation, logs, and reports necessary to demonstrate compliance with internal and external requirements.

Benefits

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans
• Wellness Rewards Program: Complete wellness activities to earn gift card rewards
• Health savings account, which includes bi-weekly state contribution
• Deferred compensation 457(b) account (similar to 401(k) plan) with employer match
• Two (2) fully-funded pension plan options
• A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to: 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
• Up to 15 hours of paid community service leave
• Combined 180 hours of paid vacation, personal, and sick leave time off
• 12 paid holidays, 14 in election years
• Education Reimbursement Program
• Group life insurance
• Referral Bonus program
• Employee assistance program that allows for covered behavioral health visits
• Qualified employer for the Public Service Loan Forgiveness Program
• Free Parking for most positions
• Free LinkedIn Learning access

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed