University Records Manager – University of Florida – Gainesville, FL

DEADLINE DATE:           September 14, 2015 – review of applications will begin on August 17, 2015


The University Records Manager, in conjunction with the University Archivist, is responsible for the University of Florida’s records and information management program. Articulates and implements the University’s records and information management program through policy, intra-institutional initiatives, and strategic planning. Serves as the principal advisor to senior administration concerning records and information management policies and practices and serves on related administrative committees. Responsible for providing guidance for the maintenance/disposal of all recorded information that the University needs to do business, conform to federal, state and other legal requirements, and transfer essential historical information about the university to the university archives. Collaborates with operations that may include records management, electronic information and image management, and archives management to ensure information is processed efficiently and effectively. Recommends and coordinates policies and procedures for efficient systems of records creation, maintenance, and disposition; provides technological expertise for records and information management; ensures compliance with legal records requirements; and provides records management training. The Records Manager works with a high degree of independence within the framework of state and federal records laws and rules as well as professional standards applicable to records management at a publicly funded University. The position reports to the Chair of Special and Area Studies Collections in the George A. Smathers Libraries.


Program Development and Maintenance

  • Develop, implement, and maintain a records and information management policy and procedures in accordance with State of Florida requirements, Federal and other relevant legislation, regulations, and requirements and best practices methodologies to support and achieve long-range University goals.
  • Review, recommend, and revise University policies and procedures by reviewing and analyzing recordkeeping methodologies and requirements to achieve compliance with technology, legal, and records and information requirements and industry best practices.
  • Review records management effectiveness by setting benchmarks and evaluating program performance.
  • Re-establish a Records Liaisons program within major administrative units and work with the designated personnel.
  • Work closely with the offices of University Counsel, Information Technology Services, Internal Audit, Provost’s Office, and various other units to ensure compliance with state, federal, and other regulatory agencies’ laws and rules.
  • Provide leadership and expertise on records and information management issues for the entire University.
  • Monitor and maintain the record disposal process as required by the State of Florida.
  • Assist the University with retention of its historical records and state designated permanent records.
  • Establish program guidelines for the management of information in electronic and digital formats.
  • Partner with IT to develop best practices and procedures related to managing active electronic information storage and with the University Archivist and appropriate University entities to manage permanent information storage.

Records Management Communications

  • Provide records management information and assistance to all University units creating/maintaining records.
  • Communicate and interact with University records creators and custodians to determine record and information management needs.
  • Develop, maintain, and improve relationships with information technologists and University records creators and custodians.
  • Provide advice and comments on records legislation, regulations, and statutes for University administrators.
  • Demonstrate the value of the records management program to University administrative units.
  • Assist with writing procedures for new technology applications that affect University records.
  • Advise University offices regarding digitization and other storage options for University records.
  • Advise University offices regarding State of Florida electronic records policies.
  • Advise and assist with the disposition of University records and other records management issues.
  • Maintain a records management website.

Records Management Training

  • Develop and provide a comprehensive training program for University records liaisons and other University employees working with University records.
  • Provide or coordinate scheduled and requested training sessions on records management issues, including public records, vital records, file inventories, records disposal, and electronic records management.

Liaison and Staff Development

  • Serve as liaison to the Division of Library and Information Services of the Department of State as required by Florida Statue.
  • Serve on University committees representing the University’s records management program.
  • Maintain active and professional involvement beyond the responsibilities of the position.
  • Stay current with best practices and emerging trends in records management.
  • Participate in staff development opportunities.

Other Duties

Serve on library committees, and participates in special projects as assigned

Job Requirements


Master’s degree in an appropriate area of specialization; or a bachelor’s degree in an appropriate area of specialization and two years of appropriate experience.


  • Certified Records Manager (CRM) designation
  • Knowledge of modern principles and procedures of records and information management
  • Knowledge of state and federal laws, rules and regulations pertaining to and affecting the maintenance and retention of records, including public records
  • Demonstrated experience with emerging technologies, particularly pertaining to electronic information
  • Demonstrated ability to prepare records retention schedules
  • Considerable knowledge of the operations of the University, its office, information and records systems
  • Strong verbal and written communication skills
  • Ability to work collaboratively to accomplish goals
  • Flexibility, and ability to adapt and work in a rapidly changing academic environment
  • Basic computer skills and experience with Microsoft Word and Outlook