Archives and Records Manager

Abundance Network

Menlo Park (CA)

On-site

USD 90,000 - 120,000

Full time

6 days ago

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Job summary

SLAC National Accelerator Laboratory in Menlo Park, CA is seeking an Archives and Records Manager to oversee the lifecycle, preservation, and access to physical and digital records across the laboratory.

You will implement federal and DOE records management directives, coordinate a network of records liaisons, and support legal holds, FOIA/PA requests, and archival reference services while advancing electronic recordkeeping modernization.

Qualifications

Advanced degree in Information Management, Library Science, Archival Studies, or related field.
A bachelor's degree with equivalent combination of education and experience is acceptable.
Proven experience in records management, archives, or information science.

Responsibilities

Oversee lifecycle management for physical and electronic records, including retention and disposition.
Maintain inventories, file plans, and retention schedules; update with program changes.
Implement records retention and destruction in accordance with federal guidelines.
Develop guidelines for handling sensitive information including PII and export-controlled material.
Identify, safeguard, and review vital records for operations and legal rights.
Coordinate transfer of permanent records to the National Archives and offsite storage relations.
Collaborate with directorates to meet records management needs; train liaison network.
Support FOIA/PA requests by retrieving potentially responsive records.
Formulate policies and plans; ensure adherence to procedures.
Assist archival processing and provide archival reference services.

Skills

Records management

Education

Advanced degree in Information Management or Library Science

Bachelor's degree + equivalent experience

Tools

Records management software

Electronic records management systems

Job description

SLAC National Accelerator Laboratory, a multipurpose laboratory for astrophysics, photon science, accelerator and particle physics research, has an employment opportunity for an Archives and Records Manager who is self-motivated, dependable, detail-oriented, resourceful, organized, and adapts well to change.

The Archives and Records Manager is responsible for overseeing the management, organization, and preservation of all records and information assets of the Laboratory, as well as providing archival processing and reference services. This includes both physical and digital records, ensuring compliance with legal, regulatory, and operational requirements, including the Federal Records Act, National Archives and Records Administration (NARA) regulations and records schedules, and Department of Energy records management directives. You will also be responsible for planning and executing the records management program goals and budget plans, and for coordinating a network of records liaisons across the Laboratory's directorates. You may also be asked to respond to legal inquiries and requests or apply legal holds on types of laboratory records. This position will be part of the SLAC IT Division and will report to the Chief Information Security Officer. The ideal candidate will learn quickly, communicate effectively, and complete administrative tasks effectively (including resolution of any issues or problems that might arise).

Your core responsibilities will include:

Managing the records lifecycle for both physical and electronic records, to include creation, classification, retention scheduling, storage, retrieval, and disposition of records.
Maintaining the Laboratory's records inventories, file plans, and retention schedules; conducting periodic inventories with the directorates and updating schedules as programs, systems, and requirements change.
Implementing systems for records retention and destruction in accordance with federal guidelines and implementing strategies for effective information governance and risk management.
Implementing or assisting with development of guidelines around management of sensitive information, including but not limited to controlled unclassified information, personally identifiable information, and proprietary or export-controlled material.
Identifying, safeguarding, and periodically reviewing the vital records the Laboratory needs to continue essential operations and to protect legal and financial rights.
Coordinating the transfer of permanent records to the National Archives and managing Federal Records Center and offsite storage relationships, including accessioning, retrieval, and return of holdings.
Collaborating with various directorates to understand their records management needs and providing support, including coordinating and training the Laboratory's records liaison network.
Collaborating with legal and compliance teams to manage records related to legal matters, regulatory requirements, and audits; administering legal holds and disposition freezes, tracking them to closure, and resuming normal disposition once released.
Supporting Freedom of Information Act and Privacy Act requests by identifying, retrieving, and coordinating review of potentially responsive records.
Formulating policies and proposing plans for programs or operations. Implementing policies and ensuring that policies and procedures are followed.
Assisting in archival records processing and provision of archival reference services, including appraisal, arrangement, description, and preservation of the Laboratory's historical and scientific collections.
Advancing the Laboratory's transition to electronic recordkeeping, including metadata quality, digitization of paper and legacy media holdings, and migration of at-risk formats.
Conducting periodic self-assessments and quality reviews of records practices and repositories, tracking program metrics, and supporting Laboratory and Department of Energy records management reporting requirements.
Providing training and support to staff regarding records management practices and tools.

In addition to core duties, your responsibilities will include:

Improving workflows and documentation of procedures.
Making recommendations for the upgrade of electronic and manual resource tools and participating in the evaluation, modification, and development of software, online databases and digital resources.
Updating and/or re-designing the Records Management website (including organization, content, links, help, features, etc.) and maintenance thereafter, ensuring content meets applicable accessibility standards.
Managing vendor and service relationships for records storage, digitization, and certified destruction services, and supporting related budget planning and forecasting.
Participating in Department of Energy National Laboratories meetings and possibly other Stanford University groups or SLAC interest groups.
May supervise staff or student staff.

To be successful in this position, you will bring:

An advanced degree in Information Management, Library Science, Archival Studies, Business Administration or other related field, or a bachelor's degree and an equivalent combination of education and relevant experience.
Proven experience in records management, archives, information science, or a related field, including experience administering or leading a records management program.
Proficiency in records management software and tools, including electronic records management systems. Proven experience with digital archiving standards and migration of legacy media/records.
Strong knowledge of federal and state records management regulations and best practices.
Extensive knowledge of archival principles and practices, including appraisal, arrangement, description, and preservation.
Demonstrated discretion and sound judgment in handling confidential, sensitive, and legally significant information.
Demonstrated success in engaging with colleagues across an organization and beyond in a collaborative and constructive fashion.
Ability to manage projects, develop policies or drive initiatives across functional lines.
Ability to interact with internal or external developers to evaluate and recommend modifications of software, online databases or digital resources. Understanding of software development life cycle and ability to interact effectively with staff engaged in software development.
Evidence of engagement in relevant professional or academic communities.
Consistent display of excellent verbal and written communication skills, including strong presentation skills.

Preferred qualifications:

Experience in a federal agency, national laboratory, university, or federal contractor records management environment.
Familiarity with agency and government-wide records schedules and with requirements for handling controlled unclassified information.
Experience configuring or administering retention and disposition capabilities within enterprise collaboration platforms (for example, Microsoft 365 or SharePoint).
Professional certification such as Certified Records Manager (CRM), Certified Archivist (CA), or Information Governance Professional (IGP).

SLAC employee competencies:

Effective Decisions: Uses job knowledge and solid judgment to make quality decisions in a timely manner.
Self-Development: Pursues a variety of venues and opportunities to continue learning and developing.
Dependability: Can be counted on to deliver results with a sense of personal responsibility for expected outcomes.
Initiative: Pursues work and interactions proactively with optimism, positive energy, and motivation to move things forward.
Adaptability: Flexes as needed when change occurs, maintains an open outlook while adjusting and accommodating changes.
Communication: Ensures effective information flow to various audiences and creates and delivers clear, appropriate written, spoken, presented messages.
Relationships: Builds relationships to foster trust, collaboration, and a positive climate to achieve common goals.