Records Operations Coordinator

Description -

Job Summary

This role is responsible for supporting Records Operations activities including records circulation management data integrity reviews inventory reconciliation HPCM updates destruction tracking vendor coordination and retrieval audit activities. The role ensures accurate records administration operational compliance and adherence to records management policies while supporting physical and electronic records throughout their lifecycle.

Responsibilities

Provides operational support for Records & Information Management (RIM) activities across assigned business units and records repositories.

Manages records circulation processes including record requests check-in/check-out activities transfers retrievals returns and tracking of physical records.

Reviews records data and other records management systems to ensure completeness accuracy and compliance with records governance requirements.

Performs records inventory reconciliation activities by validating records holdings storage inventories metadata accuracy and repository records.

Creates and maintains records operations reports dashboards metrics and specialized documentation to support management reviews and operational decision-making.

Assumes responsibility for maintaining records data integrity through regular audits quality checks exception management and issue resolution.

Updates destruction eligibility status tracks destruction approvals monitors vendor destruction activities and ensures disposition activities are completed according to approved retention schedules.

Coordinates with offsite storage vendors to monitor service requests inventory updates retrieval performance destruction completion invoicing and operational escalations.

Conducts retrieval audits and inventory validation reviews to ensure records accountability chain of custody and compliance with operational procedures.

Supports tool maintenance activities including record updates metadata corrections location management reporting and records lifecycle tracking.

Identifies operational issues performs root cause analysis and recommends corrective actions to improve records accuracy and service delivery.

Develops schedules and tracking mechanisms for recurring records activities including audits destruction reviews inventory reconciliations and compliance checks.

Demonstrates a solid understanding of records management principles retention requirements records lifecycle processes and operational controls.

Provides guidance and mentoring to junior team members supporting records administration and operational activities.

Education & Experience Recommended

Graduate or equivalent work experience and demonstrated competence.

Typically has 2-4 years of experience in Records Management Information Governance Documentation Management Records Operations Compliance or a related field.

Preferred Certifications

NA

Knowledge & Skills

Records Operations

Records Inventory Reconciliation

Destruction Management

Offsite Storage Management

Vendor Coordination

Records Lifecycle Management

Information Governance

Compliance & Audit Support

Process Improvement

Documentation Management

Stakeholder Management

Operational Excellence

Cross-Org Skills

Effective Communication

Results Orientation

Learning Agility

Digital Fluency

Customer Centricity

Collaboration

Attention to Detail

Problem Solving

Impact & Scope

Impacts multiple teams and serves as a records operations subject matter expert providing guidance on records circulation reconciliation vendor coordination audit support and operational compliance activities.

Complexity

Works on moderately complex records management assignments requiring independent judgment operational expertise data analysis and coordination with business stakeholders and external vendors.

Disclaimer

This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties skills responsibilities knowledge etc. These may be subject to change and additional functions may be assigned as needed by management.

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Equal Opportunity Employer (EEO) -

HP Inc. provides equal employment opportunity to all employees and prospective employees without regard to race color religion sex national origin ancestry citizenship sexual orientation age disability or status as a protected veteran marital status familial status physical or mental disability medical condition pregnancy genetic predisposition or carrier status uniformed service status political affiliation or any other characteristic protected by applicable national federal state and local law(s).

Please be assured that you will not be subject to any adverse treatment if you choose to disclose the information requested. This information is provided voluntarily. The information obtained will be kept in strict confidence.

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