Records Manager

BayPort Credit Union • Newport News, VA

17h

About The Position

POSITION SUMMARY: The primary purpose of this position is to provide enterprise-level leadership and support for the Credit Union’s Records Management, Document Governance, and Digital Archive Systems, ensuring that all physical and electronic records are secure, compliant, accessible, audit-ready, and aligned with regulatory and business requirements. This role serves as the primary liaison between all Credit Union departments, IT, Compliance, Risk, Legal, and external vendors related to document management systems and records governance. The Records Manager is responsible for managing records staff, overseeing document management platforms, and ensuring effective records lifecycle management across all business units. ESSENTIAL FUNCTIONS AND SUPPORTING DUTIES: Records & Information Governance Oversee all records management activities including creation, receipt, classification, indexing, maintenance, use, retention, archiving, retrieval, and destruction of records (paper and electronic). Maintain and enforce the enterprise records retention schedule in alignment with regulatory, legal, and internal policy requirements. Ensure all records are audit-ready at all times for NCUA exams, internal audits, external audits, regulatory reviews, and legal requests. Manage legal holds, subpoenas, litigation discovery, and regulatory information requests in coordination with Legal and Compliance. Operational Leadership Lead, coach, and direct the work of Records staff, including workload planning, performance management, and cross-training. Document Management Systems (DMS) Serve as system owner for the Document Management / Imaging platform (e.g., Synergy, OnBase, Hyland, Laserfiche, SharePoint, FileNet, DocuWare, or equivalent). Provide enterprise support for the document archive system, ensuring it is utilized effectively across all departments. Compliance & Risk Management Ensure compliance with local and federal requirements including but not limited to NCUA, BSA/AML, GLBA, FFIEC, etc. Business Continuity and Disaster Recovery standards. Update and validate Business Continuity Plan (BCP) documentation on a quarterly basis and ensure all records are present and accurate. QUALIFICATIONS AND REQUIREMENTS: Required Education: High school diploma or equivalent. Preferred Education: Bachelor's degree in business, IT, Information Management, or related field. Required Experience: 5-8 years in records management, document management, or information governance with at least 5 years of leadership experience. Preferred Experience: Credit union or financial services or work in a branch/ other support departments. Required Knowledge: Demonstrates extensive knowledge of record retention laws and regulations. Strong understanding of digital document workflows, privacy documentation standards, and NCUA, FFIEC, BSA/AML. Skills and Abilities: Ability to adhere to BayPort Credit Union’s Core Values: Integrity, Be Bold, Compassion, Diversity, Innovation, It’s On Me, and One Team. Excellent verbal and written communication skills. High attention to detail and accuracy. Strong organizational and documentation skills. Ability to work independently with sound judgment/ problem solving. Handle confidential and/or sensitive information and documents. This job description is not an all-inclusive list of the responsibilities, skills, working conditions or essential functions of this job. Management reserves the right to modify, add or remove essential functions as business needs warrant. We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and reserve the right to perform pre-employment substance abuse testing.

Requirements

• High school diploma or equivalent.
• 5-8 years in records management, document management, or information governance with at least 5 years of leadership experience.
• Demonstrates extensive knowledge of record retention laws and regulations.
• Strong understanding of digital document workflows, privacy documentation standards, and NCUA, FFIEC, BSA/AML.
• Ability to adhere to BayPort Credit Union’s Core Values: Integrity, Be Bold, Compassion, Diversity, Innovation, It’s On Me, and One Team.
• Excellent verbal and written communication skills.
• High attention to detail and accuracy.
• Strong organizational and documentation skills.
• Ability to work independently with sound judgment/ problem solving.
• Handle confidential and/or sensitive information and documents.

Nice To Haves

• Bachelor's degree in business, IT, Information Management, or related field.
• Credit union or financial services or work in a branch/ other support departments.

Responsibilities

• Oversee all records management activities including creation, receipt, classification, indexing, maintenance, use, retention, archiving, retrieval, and destruction of records (paper and electronic).
• Maintain and enforce the enterprise records retention schedule in alignment with regulatory, legal, and internal policy requirements.
• Ensure all records are audit-ready at all times for NCUA exams, internal audits, external audits, regulatory reviews, and legal requests.
• Manage legal holds, subpoenas, litigation discovery, and regulatory information requests in coordination with Legal and Compliance.
• Lead, coach, and direct the work of Records staff, including workload planning, performance management, and cross-training.
• Serve as system owner for the Document Management / Imaging platform (e.g., Synergy, OnBase, Hyland, Laserfiche, SharePoint, FileNet, DocuWare, or equivalent).
• Provide enterprise support for the document archive system, ensuring it is utilized effectively across all departments.
• Ensure compliance with local and federal requirements including but not limited to NCUA, BSA/AML, GLBA, FFIEC, etc. Business Continuity and Disaster Recovery standards.
• Update and validate Business Continuity Plan (BCP) documentation on a quarterly basis and ensure all records are present and accurate.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED