Iron Mountain Operations Jobs

y Policy Statement, <a href="">CLICK HERE</a><br><br><strong>Requisition:</strong> J00

Job Information

Iron Mountain Outsourced - Records Program Supervisor in Malvern, Pennsylvania

At Iron Mountain we protect what our customers value most, from the everyday to the extraordinary, while helping them bridge the physical and digital world. Our people have the opportunity to bring their creativity to a workplace that thrives on change. Here, you will be part of a team that doesn’t just embrace what’s exceptional. It creates exceptional.

As a trusted partner to our clients there is a requirement that our Mountaineers must be vaccinated.

Under the direction of and with approval of the customer, the Records Supervisor will support the customer’s records and information management (RIM) program.

The records supervisor is responsible for the effective and appropriate management of the customer’s records and information management (RIM) program by retaining and developing relationships within the assigned business, as well as managing relationships and associated tasks across multiple geographic areas. The records supervisor will manage and provide guidance to the records analysts and records coordinators to ensure daily activities related to tracking and servicing of records fulfill customer expectations. The records supervisor is responsible for compliance of the records management policy i.e., accountable for the inventory and control of a company’s business records. The records supervisor assists with the maintenance of the record retention schedule and adheres to the change management process and schedules. The records supervisor will be expected to make and document suggestions for improvement. The records supervisor manages, controls and directs active records systems and centers; records organization and evaluation; and inactive records centers. The records supervisor provides expertise and input into other functional areas which affect the recorded information of the organization. In addition, this position provides the leadership necessary to establish and enforce records management policies and provides direction for project work.

The scope of this position includes responsibility for the following records and information management (RIM) activities: facilitate change management, oversee and maintain records retention schedules, implement and enforce records retention policies and procedures, recommend improvements as appropriate, provide training, provide periodic reporting, monitor service level agreement compliance and maintain processes and procedures. Building positive and long-term relationships will be critical to the success of the records supervisor.

The work location for this role will be in Fort Washington, PA

Essential/Key Areas of Responsibility

Assumes responsibility for records management program compliance

  • Implements, enforces and maintains RIM program policies and procedures for the customer.

  • Oversees and supervises records analysts and records coordinators.

  • Delegates, prioritizes, and assigns Records Center operational activities to team members. Provides challenging projects to build and develop.

  • Monitor activity progress and report progress to RIM Management.

  • Manages and documents the performance and development of assigned subordinates working with the Iron Mountain HR department. Provides “just in time” feedback, mid-year, and year-end performance reviews in accordance with Iron Mountain HR procedures.

  • Effectively communicates day-to-day operations, projects, and any issue to RIM Management on a regular basis.

  • Identifies and assesses the need for additional resources when necessary, and ensures resource leveling for existing resources to maximize efficiency.

  • Approves timecards and requests for time off in the Iron Mountain HR system and ensures there is coverage in the department.

  • Assists with acquisitions and divestitures as needed.

  • Responsible for projects and other other duties as assigned by RIM Management.

  • Identifies process improvement opportunities for the retention of information and records for assigned business units.

  • Creates, revises, and maintains current standard operating procedures and work instructions. Proposes enhancements, where appropriate, to improve RIM business processes.

  • Ensures audit readiness and performs internal assessments for both onsite and offsite records centers.

  • Work in conjunction with the RIM Legal Response Team and RIM Management assisting with the collection of physical and electronic records as needed for litigation and/or audit/inspection. Process legal mail as it is received from Mail Services or Security in accordance with current standard operating procedures.

Assumes responsibility for records management program implementation

  • Maintains RIM processes and procedures.

  • Facilitates and supports the maintenance of the records retention schedule,

  • Implements records destruction process for the customer.

  • Prepares, conducts and supports customer’s standardized records management training program.

  • Drives overall program improvements for business units.

  • Monitors records database to ensure accuracy of data entry, storage and destruction.

  • Provides customer support via email, phone or in person, i.e., logistic and procedural support, enforce standards and promote best practices.

  • Build, develop and grow business relationships with Departmental Records Coordinators and other associates throughout the company and assist in departmental compliance assessment processes.

  • Communicates proactively with customer key contacts regarding overall program management.

  • Interprets and responds quickly to service issues.

Performance Measurements:

  • Improvement in compliance with the customer's records retention policy.

  • Good coordination and effective working relations with all levels of management, co-workers and other staff members.

  • Ability to work within the organizational structure.

Essential Job Functions

  • Create, implement and maintain records and information management program policies and procedures.

  • Identify process improvements and best practices for a compliant RIM program.

  • Build external and internal relationships.

  • Coordinate reporting of new program management metrics.

  • Oversees and supervises records analysts and records coordinators.

Educational & Experience Requirements

  • Must have 3-5 years Records Management Experience

  • Must have 3-5 years Supervisory Experience

  • BA or BS Degree or equivalent experience

  • Certification in records (CRA, CRM) desired or 3 Years’ experience in a RIM position.

  • Understanding of automated systems and applications.

  • Proficient in Microsoft Excel


Category: Operations Group

Iron Mountain is committed to a policy of equal employment opportunity. We recruit and hire applicants without regard to race, color, religion, sex (including pregnancy), national origin, disability, age, sexual orientation, veteran status, genetic information, gender identity, gender expression, or any other factor prohibited by law.

To view the Equal Employment Opportunity is the Law posters and the supplement, as well as the Pay Transparency Policy Statement, CLICK HERE

Requisition: J0036960