Records Operations Coordinator

Description -

Job Summary

• This role is responsible for supporting Records Operations activities, including records circulation management, data integrity reviews, inventory reconciliation, HPCM updates, destruction tracking, vendor coordination, and retrieval audit activities. The role ensures accurate records administration, operational compliance, and adherence to records management policies while supporting physical and electronic records throughout their lifecycle.
  
  

Responsibilities

• Provides operational support for Records & Information Management (RIM) activities across assigned business units and records repositories.
• Manages records circulation processes, including record requests, check-in/check-out activities, transfers, retrievals, returns, and tracking of physical records.
• Reviews records data and other records management systems to ensure completeness, accuracy, and compliance with records governance requirements.
• Performs records inventory reconciliation activities by validating records holdings, storage inventories, metadata accuracy, and repository records.
• Creates and maintains records operations reports, dashboards, metrics, and specialized documentation to support management reviews and operational decision-making.
• Assumes responsibility for maintaining records data integrity through regular audits, quality checks, exception management, and issue resolution.
• Updates destruction eligibility status, tracks destruction approvals, monitors vendor destruction activities, and ensures disposition activities are completed according to approved retention schedules.
• Coordinates with offsite storage vendors to monitor service requests, inventory updates, retrieval performance, destruction completion, invoicing, and operational escalations.
• Conducts retrieval audits and inventory validation reviews to ensure records accountability, chain of custody, and compliance with operational procedures.
• Supports tool maintenance activities, including record updates, metadata corrections, location management, reporting, and records lifecycle tracking.
• Identifies operational issues, performs root cause analysis, and recommends corrective actions to improve records accuracy and service delivery.
• Develops schedules and tracking mechanisms for recurring records activities, including audits, destruction reviews, inventory reconciliations, and compliance checks.
• Demonstrates a solid understanding of records management principles, retention requirements, records lifecycle processes, and operational controls.
• Provides guidance and mentoring to junior team members supporting records administration and operational activities.
  
  

Education & Experience Recommended

• Graduate or equivalent work experience and demonstrated competence.
• Typically has 2-4 years of experience in Records Management, Information Governance, Documentation Management, Records Operations, Compliance, or a related field.
  
  

Preferred Certifications

NA

Knowledge & Skills

• Records Operations
• Records Inventory Reconciliation
• Destruction Management
• Offsite Storage Management
• Vendor Coordination
• Records Lifecycle Management
• Information Governance
• Compliance & Audit Support
• Process Improvement
• Documentation Management
• Stakeholder Management
• Operational Excellence
  
  

Cross-Org Skills

• Effective Communication
• Results Orientation
• Learning Agility
• Digital Fluency
• Customer Centricity
• Collaboration
• Attention to Detail
• Problem Solving
  
  

Impact & Scope

• Impacts multiple teams and serves as a records operations subject matter expert, providing guidance on records circulation, reconciliation, vendor coordination, audit support, and operational compliance activities.
  
  

Complexity

• Works on moderately complex records management assignments requiring independent judgment, operational expertise, data analysis, and coordination with business stakeholders and external vendors.
  
  

Disclaimer

• This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.
  
  

Job -

Quality

Schedule -

Full time

Shift -

No shift premium (India)

Travel -

Relocation -

Equal Opportunity Employer (EEO) -

HP, Inc. provides equal employment opportunity to all employees and prospective employees, without regard to race, color, religion, sex, national origin, ancestry, citizenship, sexual orientation, age, disability, or status as a protected veteran, marital status, familial status, physical or mental disability, medical condition, pregnancy, genetic predisposition or carrier status, uniformed service status, political affiliation or any other characteristic protected by applicable national, federal, state, and local law(s).

Please be assured that you will not be subject to any adverse treatment if you choose to disclose the information requested. This information is provided voluntarily. The information obtained will be kept in strict confidence.

For more information, review HP’s EEO Policy or read about your rights as an applicant under the law here: “Know Your Rights: Workplace Discrimination is Illegal"

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