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Records Management Associate

Company: T. Rowe Price
Location: Owings Mills
Posted on: June 4, 2020

Job Description:

A career at T. Rowe Price says you want to contribute and make a difference at a leading global investment management firm where success results from the dedication our associates have in building success for our clients. We are a growing organization of associates from diverse backgrounds, experiences, and perspectives.We take a long-term view on associates and their careers. Our associates do phenomenal work with purpose, and as a result, we provide growth opportunities through in-person and online training, management development programs, and career development on the job.If you are seeking a meaningful work experience along with a workplace culture that thrives on teamwork, we invite you to explore the opportunity to join us.PRIMARY PURPOSE OF THE POSITION

The Records Management Associate is well rounded and well-versed in all records management processes. This role serves as a primary backup to the Records Management leader for both analytical work and retention policy and procedure. The position manages the annual records destruction process for assigned cost centers and provides input to the Supervisor for procedure updates based on new trends observed. Finally, the position analyzes activity billing for accuracy and trends in services..

PRINCIPAL RESPONSIBILITIES


  • Responsible for assisting with the development, implementation and execution of the records management program for T. Rowe Price, Inc. Ensuring compliance with recordkeeping requirements for investment records. Conducts audits of records created and maintained by lines of business. Independently develops and utilizes records management metrics, dashboards, audits, surveys and other RIM reports to identify potential issues related to the investment industry records management program. Tracks the Record Life-Cycle of all records within T. Rowe Price as well as off-site storage locations; Develops policies and procedures related to remediation of damaged records and investigates any unauthorized destruction, alienation and damage to records; Collaborates with Offices of Legal and Compliances to establish, coordinate, and maintain governance and compliance.
  • Coordinates pick-up and delivery of archived information from various users and keeps them abreast of expected service turnaround. Works in conjunction with archiving vendor Iron Mountain, to obtain and send archived information. Works with associates to negotiate return dates and schedule document pick-up. Processes approximately 100-200 boxes monthly. Acts as back-up for Pratt Street services.
  • Primary for all billing and budget functions. Processes the Iron Mountain monthly invoices by Accounts Payable's Month End key dates.. Distinguishes charges for Mutual Fund Service Agreement centers and non-mutual fund service agreement centers. Analyzes charges for each order to ensure correct charges were applied for proper services utilized, notifies supervisor and Iron Mountain of errors then follows-up for adjustments. Updates billing and storage data in tracking spreadsheet to ensure accurate capture of data to utilize in the formulation of the annual budget. On alternating months will upload reconciled charges to Accounts Payable via DataServ.
  • Proficient on Records Management program record keeping system (Accutrac/Iron Mountain Connect)to ensure accurate tracking of records; updates and tracks archived information using "Accutrac" to ensure appropriate receipt and delivery of documents and placement of orders. Ensure database is always updated and data is input accurately in each step of the process.
  • Generates and distributes Destruction Eligibility list to business unit representatives with instructional memo, sends approved destruction list to Iron Mountain and reviews data from Iron Mountain Preliminary Destruction List to ensure accuracy. Follows process of destruction to ensure timely completion and verification. Performs follow-up for credit of stored boxes on billing.
  • Responds to requests for obtaining and shipping archived information to and from Iron Mountain from business units. Provides guidance on records management process, giving details of process and walking end user through process.
  • Provides ad hoc and one on one training to the internal business community advising them on the proper process to follow for submittal of records. Develops annual training material and presents to Business Unit Reps to educate on the changes and updates to the record retention policies.
  • Software expert on Accutrac and Iron Mountain Connect. Generates monthly supplemental listings on ad-hoc basis, generate annual holdings list, generates follow-up reports for boxes signed out (monthly) and forward lists to BU reps with instructional memos and updates database for content descriptions. Generates and develops ad hoc reporting.

    QUALIFICATIONS

    Preferred

    • Bachelor's Degree in Business Administration, Library and Information Science or related field
    • 3+ years of experience in records management, information management, and/or information governance (preferably in a Financial, Public or Government Agency).
    • Proficient in Microsoft Office suite applications and familiarity of metadata and its application desired.
    • Project management experience preferred.
    • Ability to communicate effectively, both verbally and in writing, with all levels of personnel, including legal and compliance.
    • Professional certificate or secondary education in records or archives management.

      Required

      • High school diploma or equivalent and related experience.
      • Strong knowledge of concepts, processes, technology tools and risk management as it relates to records management, information management and information governance from creation through to disposition, including management of records transferred to archives.
      • Ability to understand associated technology and analyze data and industry trends in order to recommend improvements.
      • Ability to articulate and translate records requirements and mandates between technical teams and business teams
      • Solid attention to detail, problem solving, decision making, customer service and communication skills.

        Job Family: Data Management & Reporting

        Track: Operations & Business Services

        Level: S2T. Rowe Price is an equal opportunity employer and values diversity of thought, gender, and race. We believe our continued success depends upon the equal treatment of all associates and applicants for employment without discrimination on the basis of race, religion, creed, colour, national origin, sex, gender, age, mental or physical disability, marital status, sexual orientation, gender identity or expression, citizenship status, military or veteran status, pregnancy, or any other classification protected by country, federal, state, or local law.

Keywords: T. Rowe Price, Washington DC , Records Management Associate, Executive , Owings Mills, DC

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