Records and Information Management Administrator

Records & Information Management Administrator (Remote)

The Colorado Department of Revenue (CDOR) is seeking a detail-oriented and collaborative professional for the role of OLCM Records & Information Management (RIM) Administrator. This is a limited-term, remote position dedicated to supporting the Department’s transition to the new Occupational Licensing and Case Management (OLCM) system.

As the OLCM RIM Administrator, you will serve as a vital consultant and technical resource during this major system transition. Your role balances high-level program development with hands-on technical support for electronic content management within the regulatory framework of records management requirements. You will be instrumental in ensuring the new OLCM system is established with a firm foundation and a clear understanding of the Department's requirements for managing its critical records and information.

This is a hands-on advisory role where you will work closely with division staff, vendors, and the Office of Information Technology (OIT) to build a shared understanding and ensure that RIM principles are embedded in every aspect of system design and implementation. A significant portion of your work will involve consulting and working alongside divisions to establish and apply robust retention schedules and identify related detailed system requirements.

What You'll Do

• Support OLCM Implementation: Provide hands-on consultation and training in records and information management requirements to various divisions as they transition to the new Occupational Licensing and Case Management (OLCM) system.
• Develop Resources: Create specific task instructions to help end-users follow established RIM procedures.
• Audit & Inventory Assets: Capture ongoing inventories of records and information, including requirements for retention, security, and storage location.
• Analyze Business Processes: Conduct analyses to develop conceptual models of how records relate to business processes and suggest improvements to support division operations.
• Appraise & Accession Records: Identify records with potential archival value and collaborate with State Archives to handle the accessioning process.
• Manage Risk & Security: Identify records containing sensitive data, help implement security classification policies, and assist legal counsel and record custodians with the legal hold process.
• Collaborate on Policy: Draft recommendations for RIM policies, including version control and file plans, based on industry best practices.
• Evaluate Electronic Content Management Systems: Support divisions in evaluating electronic content management systems such as Hyland OnBase and other data stores to ensure consistent practices across the department.
• Design Technical Specifications: Translate complex records processes into functional requirements and help design system specifications for new data stores.
• Coordinate with IT: Partner with OIT (Office of Information Technology) and ISD (Innovation, Strategy, & Delivery) to incorporate lifecycle management requirements into system designs or upgrades.
• Support Data Migration: Provide direct support to units during the processes of transferring or migrating records and information.
• Control System Access: Help establish and manage access control protocols for RIM systems, ensuring only authorized individuals can access specific repositories.
• Monitor Metadata: Oversee the metadata within content management systems to accurately describe records and document the preservation process.

Minimum Qualifications

• Six (6) years of relevant experience in records management or as part of a project team.
• OR A combination of related education and/or relevant experience in an occupation related to the work assigned equal to six (6) years.

Transferable Experience & Skills

• Digital Organization: Managed expansive filing systems, SharePoint environments, or shared drives by establishing naming conventions and version control to ensure team accessibility.
• Data Privacy & Compliance: Handled sensitive information (such as PII/PHI) in healthcare, legal, or financial sectors, with a focus on managing user access and data integrity.
• Technical Translation: Acted as a liaison between IT and end-users by simplifying complex policies or software updates into clear, step-by-step "task instructions" and training materials.

Preferred Qualifications

• Records Management Expertise: Knowledge of Records and Information Management (RIM) principles, including the development of retention schedules and file plans.
• System Implementation Experience: Experience providing consultation and support during large-scale system implementations, specifically involving Occupational Licensing or Case Management systems.
• Technical Proficiency in ECM: Experience working with Electronic Content Management (ECM) systems, with a strong preference for Hyland OnBase.
• Business Process Analysis: Demonstrated ability to conduct business process analyses and translate complex recordkeeping requirements into functional system specifications.
• Data Migration & Lifecycle Management: Experience facilitating the migration of records and information across different media and ensuring lifecycle requirements are integrated into system designs.
• Risk & Security Compliance: Knowledge of security classification policies, sensitive data handling (PII/PHI), and the legal hold process.
• Collaborative Partnership: Experience working as a liaison between business units, vendors, and Information Technology (OIT) departments.
• Training & Instruction: Skill in developing end-user documentation and delivering RIM policy training to diverse groups of stakeholders.
• Data Governance: Familiarity with monitoring and managing metadata to ensure the long-term preservation and accessibility of digital records.

Conditions Of Employment

• Employees are in a position of public trust and must operate with the highest standards of honesty and integrity.
• All personnel must file all necessary Colorado Individual Income Tax (CIIT) returns and pay tax obligations.
• Final candidates must complete a successful background investigation and reference check.
• Employees expected to drive a State-owned vehicle must maintain a safe driving record and a valid driver license.

Key skills/competency

• Records and Information Management (RIM)
• Electronic Content Management (ECM)
• System Implementation
• Data Migration
• Risk Management
• Data Governance
• Technical Translation
• Business Process Analysis
• Hyland OnBase
• Information Security