Digital Records Officer

Are you a Knowledge and Information Management (KIM) professional looking to further your career?

We are looking for a highly motivated and experienced individual who can work collaboratively across a wider team with minimal supervision and guidance to develop and improve our digital records management systems and processes to demonstrate compliance with the Public Records Act, data protection legislation, and Freedom of Information Act.

The Office for National Statistics (ONS) is the UKs largest producer of official statistics, covering a range of key economic, social, and demographic topics. These include measuring changes in the value of the UK economy, estimating the size, geographic distribution, and characteristics of the population, and providing indicators of price inflation, employment, earnings, crime, and migration.

This role is within the KIM team which forms part of the Security and Information Management (SAIM) directorate. Our aim is to ensure that information and records management in the ONS meets legislative and regulatory requirements, meets the needs of internal users, and supports ONS mission to deliver trustworthy, independent, high-quality statistics that underpin the UKs most critical economic and societal decisions and inform the public.

This is an exciting time to join the KIM team and use your skills and experience to help address a range of records management challenges. We are reviewing how documents and records are managed across their lifecycle in our Microsoft 365 estate, appraising a large collection of legacy born-digital records for Transfer to The National Archives (TNA) in line with the 20-year rule, and developing future requirements for the systems and processes needed to support this work.

Responsibilities:

• Manage records through their lifecycle, applying review, appraisal, selection and sensitivity methodologies to recommend records for permanent preservation at TNA, retention or destruction.
• Oversee the appraisal, selection, transfer and sensitivity review of an extensive collection of legacy born-digital records, working alongside colleagues within the records management team.
• Catalogue records for transfer to TNA, to include the secure transfer of selected records where appropriate, supervising and supporting the wider records management team where necessary.
• Oversee the TNA retention and closure application process for digital records, ensuring deadlines are met and queries are addressed.
• Collaborate with colleagues across the wider KIM Team, and with other key stakeholders such as Digital Services, to ensure the Microsoft 365 retention model is appropriately applied, maintained and managed.
• Provide operational advice and guidance on information and records management, working with staff at all levels across the organisation to embed best practice.
• Development and delivery of training and guidance materials relating to records management policy and processes.
• Provide support to the Departmental Records Officer where required, for example through the provision of metrics and overseeing compliance with the Public Records Act and related legislation, policy and guidance.
• Horizon scanning for future changes relating to information and records management processes and best practice, particularly in relation to technical changes and advancements, legislative changes or changes to Government policy that may impact records management activities.
• Establish and maintain collaborative relationship with key internal and external stakeholders.
• Participate in a rota to monitor SharePoint-related Service Desk calls
• Line management of 2 EO Records Assistants.

Essential Criteria: