Recroot are looking for a Records Management Project Manager to join Herefordshire Council. the role is starting asap, working Monday to Friday up to 30 hours a week, initially for a 6 month contract.
Project as follows: The council has an EDRMs (electronic document record management system) that covers storage of records including back scanned files and integrations with case management systems - Civica and MOSAIC. Therefore not comprehensive across all systems. The council also has sharepoint and Microsoft Teams for sharing documents internally and a shared file system, again between teams. Therefore, there is a lack of structure to records management across the organisation which creates the following issues: • Limited ability to link records structures in different applications • Lack of control over creation or disposal of information (how we start and end records) • Lack of ownership of the information • Poor search returns • Poor data quality within records resulting in inconsistency of data • Recreating paper forms electronically (rather than electronic forms). The council did explore some time ago the option of a much more comprehensive document management system but it was considered costly and resource intensive. However, this needs revisiting in the context of increased use, demand and desire for digitalisation within a changing ICT landscape. Plus increased requirement for transparency of information and the opportunity to use data more effectively to shape services. The requirements of the work will be: • Assess the council’s current method of records managements – this will be working across the organisation including deep dives to understand how items are stored, retrieved or presented in different forums • Understand gaps in controls and methods, outlining what risks that means for the authority • Research and present a range of costed options for the council in terms of its records management from status quo to a new cross council system • Based on the option chosen prepared necessary governance, tender documents and implementation plan • Considering digitalisation of historic records to support public access • To also raise awareness of good records management and work with different departments on attitude and culture change, customer and practice behaviours • To work with, train and advice on teams that have poor culture and practice • To produce a long term strategy and detail plan of delivery to support the council in achieving it’s ambitions regarding records management.