Records Management Lead / Subject Matter Expert (SME)

Description

The Records Management Lead/SME serves as the technical lead and primary authority for revising records policies and the records disposition schedule, developing operational SOPs, and leading implementation with client offices. The role ensures all deliverables meet federal records requirements and align with NARA General Records Schedules (GRS) and any NARA-approved court-specific disposition authorities for records. 

Work Location

Hybrid: on-site in Washington, DC for records review/implementation activities as scheduled; remote support via Microsoft Teams for meetings, training, and deliverable reviews. 

Key Responsibilities

Project Leadership & Stakeholder Engagement

• Serve as primary technical lead and advisor to management/staff, coordinating across multiple offices and functional areas in scope. 
• Plan and lead project meetings, working sessions, and deliverable walkthroughs/presentations through closeout. 
• Provide weekly status updates and oversee bi-weekly progress reporting (progress, challenges, corrective actions, % completion vs. milestones). 

Records Review & Policy / Disposition Schedule Update (Lead)

• Lead the assessment of existing and proposed policies and disposition schedules, confirming alignment with NARA GRS and applicable federal laws for creation, maintenance, retention, and disposal of federal records as applied to specific records. 
• Identify and document gaps vs. NARA policies/practices and comparable federal judicial entities; direct the development of a comprehensive assessment      report. 
• Produce line-by-line proposed modifications to the records policy and disposition schedule to ensure compliance with NARA GRS or NARA-approved specific authority, applicable law, and client objectives. 
• Finalize the records disposition schedule for submission and support submission to NARA (including incorporating feedback and ensuring implementation-ready” deliverables). 

SOP Development & Training (Lead)

• Oversee development of “clear and concise” SOPs for creation, maintenance, retention, and disposal of records, covering paper-based and electronic records. 
• Ensure SOPs address (as applicable by office): file naming conventions, organizing/maintaining records, identifying permanent vs. temporary records, NARA transmittal steps, and disposal steps. 
• Lead training and support for management and staff to implement updated policies/procedures and the disposition schedule, including best practices for federal records lifecycle management. 

Implementation Support (Lead)

• Direct implementation support with offices, including hands-on guidance to:
  • identify permanent vs. temporary records,
  • identify records ready for disposal, and
  • identify records ready for transmittal to NARA. 
• Ensure implementation deliverables meet acceptance criteria for completeness, accuracy, and compliance with NARA and client standards. 

Quality Assurance & Compliance

• Own deliverable QA to meet acceptance criteria and performance metrics (timelines, completeness, compliance). 
• Ensure all work products (policies, schedule, SOPs, training materials) are suitable for client ownership. 

Requirements

Required 

• Extensive experience leading records management policy and retention/disposition schedule work in a regulated environment, preferably federal.
• Demonstrated expertise in NARA GRS application and aligning agency/court records to GRS and NARA-approved authorities. 
• Strong ability to perform organizational assessments related to records retention and to produce compliant, implementation-ready policies and schedules. 
• Proven capability to develop SOP frameworks and lead training/knowledge transfer for staff adoption. 
• Excellent facilitation and stakeholder management skills across diverse offices/functions. 
• Strong written communication skills (able to draft/revise formal policy and operational documentation).

Preferred

• Prior work with federal judiciary records, court administrative records, or comparable independent federal entities.
• Experience preparing NARA submission packages and supporting disposition schedule approval workflows. 
• Familiarity with implementing hybrid records programs (paper + electronic) across multiple business units. 

Security, Privacy, and Data Handling Requirements

• Must comply with federal privacy/confidentiality regulations including the Privacy Act.
• Must pass background checks and sign NDAs if accessing sensitive information.

HeiTech Services is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity), national origin, age, disability, veteran status, or any other protected status. If you need a reasonable accommodation during the application process, please contact HR@HeiTechServices.com