Records Manager

Description

Purpose and Scope

To support the Diocese of Phoenix in its mission to Encounter the Living Christ, this position is responsible for managing the Diocese of Phoenix’s records management program. This role ensures compliance with diocesan policies, Canon Law, and applicable civil laws regarding the retention, storage, retrieval, and disposal of records. The records manager supports diocesan offices, parishes, and schools in best practices for records retention and secure destruction.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Manages the Diocesan Records Management Program including the creation and revision of record retention schedules for each agency of the Diocese and includes a record’s series title, description, retention period, and legal citation in conjunction with the agency head and the Records Conservation Board.
• Creates, updates, and maintains inventories of records in the Records Center and oversee inventories of other physical and electronic records as needed.
• Oversees the process of record destruction for the Diocesan Pastoral Center, including coordinating secure destruction methods and maintaining logs for destruction activities.
• Conducts regular audits to ensure diocesan offices, parishes, and schools comply with records management policies and procedures.
• Develops, implements, and maintains a comprehensive diocesan records retention schedule in alignment with Canon Law, Civil Law, and diocesan policies.
• Ensures diocesan offices, parishes, and schools adhere to established policies for record lifecycle management (creation, storage, retention, and disposition).
• Provides training, tools, and resources to diocesan, parish, and school staff regarding records retention procedures.
• Monitors and works with appropriate legal counsel to interpret changes in canon and civil law that affect records retention requirements.
• Prepares compliance reports and documentation as needed.
• Leads and supports the transition to electronic recordkeeping systems, ensuring compliance, security, and accessibility.
• Manages litigation hold procedures to ensure that records relevant to legal matters are promptly identified, secured, and preserved until release.
• Provides recommendations on improvements in processes to increase efficiency and compliance across the diocese.
  
  

Additional Job Functions

• Performs additional job-related functions as directed by supervisor.
  
  

Requirements

Knowledge, Skills, and Abilities Required

• Ability to manage sensitive material in a confidential and secure manner.
• Ability to work independently, climb ladders, and move and shelve record storage boxes weighing up to forty pounds.
• Excellent written and verbal communication skills, with the ability to train and support staff across parishes, schools, and diocesan offices.
• Strong organizational, analytical, and project management skills with attention to detail.
• Ability to prioritize and manage multiple tasks and deadlines effectively.
• Knowledge of Church history.
• Knowledge of records management principles and methodologies.
• Working knowledge of computers, Microsoft Office software applications, and other productivity tools.
• Knowledge of scanning, imaging, and digital conversion processes for records.
• Familiarity with electronic document and records management systems (EDRMS).
• Strong understanding of information governance and data security principles.
• Proficiency in database creation and maintenance.
• Ability to interpret and apply legal and regulatory requirements to records retention practices.
• Problem-solving and critical-thinking abilities to improve processes and resolve issues.
• Collaborative and service-oriented approach, with the ability to work effectively with clergy, staff, and volunteers.
  
  

Minimum Qualifications

• Bachelor’s Degree or equivalent preferred.
• Records management experience.
• In addition to the above, the following trainings or certifications are preferred:
• Certified Records Manager (CRM).
• Electronic Records Management.
• Knowledge of Church history.
• Active practicing Roman Catholic in full communion with the Church.
  
  

Work Environment

• This job operates in a professional office environment with some travel to diocesan parishes and schools.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, shredders, and filing cabinets.
  
  

Physical Demands

The position requires regular physical activity associated with records management. The employee must be able to:

• Lift, move, and shelve record storage boxes weighing up to forty pounds.
• Climb ladders and access shelving safely.
• Perform repetitive tasks such as filing, bending, standing, and opening cabinets.
  
  

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.