Enterprise Records Specialist

Tential Solutions; Rockville (MD); On-site; USD 60,000 - 90,000; Full time

Job summary

Tential Solutions is seeking a detail-oriented Records Management Analyst to support governance, classification, retention, and destruction across the organization, focusing on ERMA and lifecycle management in Rockville, MD.

The role partners with business units to implement standardized records practices, provide training, and ensure compliance with schedules and regulatory requirements.

Qualifications

• Experience supporting records management, information governance, compliance, or document management programs.
• Knowledge of retention schedules, classification, legal hold, and disposition processes.
• Experience with electronic records management systems and metadata management.

Responsibilities

• Define and maintain Record Codes and map records to Record Groups and locations in ERMA.
• Administer records lifecycle and destruction in line with retention schedules and compliance.
• Ensure proper application of legal holds prior to destruction activities.
• Monitor and report on records retention and destruction activities.
• Provide training and user guidance on ERMA usage.
• Collaborate with departments to enforce standardized records management practices.

Skills

Records management

Information governance

Compliance

Electronic records management systems

Metadata management

Training users

Stakeholder collaboration

Attention to detail

Legal hold

Tools

ERMA

EARS

Job description

Our client is seeking a detail-oriented Records Management Analyst to support enterprise records governance, classification, retention, and destruction activities across the organization. This role will serve as a key resource for maintaining the integrity of the Enterprise Records Management Application (ERMA), ensuring records are properly classified, managed throughout their lifecycle, and disposed of in accordance with approved records schedules and compliance requirements.

This ideal candidate will possess a strong understanding of records management principles, records retention schedules, and electronic records systems. This individual will partner closely with business units to provide guidance, training, and operational support while ensuring standardized records management practices are consistently applied across the organization.

Key Responsibilities

Records Classification & Code Management

• Partner with departments to define, assign, and maintain Record Codes for existing, new, and previously undefined records.
• Ensure records are mapped to the appropriate Record Groups, Record Locations, and associated metadata within the ERMA platform.
• Prevent duplicate Record Code usage and resolve classification conflicts with the Enterprise Automated Records Schedule (EARS).
• Maintain accuracy and consistency of records classifications across the organization.

Records Lifecycle Management & Destruction

• Administer records throughout their lifecycle in accordance with approved retention schedules and compliance requirements.
• Initiate and monitor Preliminary Destruction Lists and associated workflow processes.
• Verify and ensure Legal Holds are properly identified and applied prior to records destruction activities.
• Oversee records destruction processes within ERMA and ensure proper execution in accordance with established policies and schedules.
• Track and report on records retention and destruction activities as needed.

Records Schedule Administration

• Maintain alignment between departmental Records Schedules and enterprise records management systems.
• Ensure updates to retention schedules are accurately reflected within ERMA and related systems.
• Support ongoing records governance initiatives and schedule maintenance activities.

Training, Support & User Adoption

• Provide training and ongoing support to Records Community Staff on ERMA functionality and records management best practices.
• Develop user guidance and reference materials to support records management compliance.
• Assist new and existing users with system adoption and effective utilization of records management tools.

Onboarding & Compliance Monitoring

• Support departments through the onboarding process for new Record Groups and Record Codes.
• Monitor department usage and adoption of ERMA processes and functionality.
• Verify compliance through review of Preliminary Destruction List generation, utilization, and related records management activities.
• Identify gaps in adoption and recommend corrective actions where necessary.

Cross-Functional Collaboration

• Coordinate with business units and stakeholders to ensure consistent application of records management policies and procedures.
• Facilitate communication regarding shared records ownership, classification, retention, and disposition requirements.
• Promote standardized records management practices across the organization.
• Serve as a trusted resource for records governance questions and operational support.

Required Qualifications

• Experience supporting records management, information governance, compliance, or document management programs.
• Knowledge of records retention, classification, legal hold, and disposition processes.
• Experience working with electronic records management systems and metadata management practices.
• Strong attention to detail and organizational skills.
• Ability to analyze records schedules and apply retention requirements accurately.
• Strong written and verbal communication skills.
• Ability to train users and provide ongoing operational support.
• Experience collaborating with multiple departments and stakeholders.

Preferred Qualifications

• Experience with ERMA, EARS, or other enterprise records management platforms.
• Knowledge of records governance, compliance, and regulatory requirements.
• Experience supporting large-scale electronic records management initiatives.
• Background in information management, records management, archives, compliance, or related disciplines.

Top Must-Haves

• Records classification and retention management experience.
• Electronic records management systems experience.
• Records lifecycle and destruction process knowledge.
• Legal hold and compliance awareness.
• Training and user support experience.
• Strong organizational and stakeholder management skills.
• Cross-functional collaboration and communication abilities.
• Attention to detail and records governance mindset.