Job: Electronic Records Analyst, University of Florida, Gainesville

20 Jun 2018 9:14 AM | Krystal Thomas (Administrator)

POSITION: Electronic Records Analyst – Records Analyst 1
REPORTS TO: University Records Manager
SALARY: $50,000 annual salary; Actual rate will reflect experience and credentials
DEADLINE DATE: July 25, 2018 – applicants will be reviewed as received


The Electronic Records Analyst works with the University Records Manager to establish and maintain a digital information environment which supports the University’s regulatory and compliance obligations for records and information management and long-term preservation of digital assets. Provides expertise and leadership on the management of the digital information of the University to ensure compliance with various regulatory requirements for restrictions, retention, appropriate destruction processes, and/or longterm preservation. Participates in the active management and/or preservation of a wide array of types of digital records, including but not limited to, University electronic records, websites, and social media. Provides guidance to administration, faculty, and staff on creating, managing, preserving, and providing access to born-digital and digitally reformatted records in accordance with State of Florida and Federal regulations. This position provides expertise and leadership and serves as a member of various collaborative teams for the development of frameworks with standards, policies, and procedures to ensure adherence to best practices for electronic records management across campus. This position also serves as a member of a collaborative team to ensure compliance, verification, authentication, and related activities that build and sustain a comprehensive program of records management. This position reports to the University Records Manager.


Electronic Records Management

  • Develops, implements, and maintains record retention schedules based on the State of Florida and federal requirements and other relevant legislation, regulations, and requirements by evaluating records series according to business functions, with a focus on electronic records.
  • Works with all levels of management and staff, particularly records creators and custodians, to ensure consistency and proper procedure implementation of University records management policies and guidelines.
  • Advises the University Records Manager on the design, evaluation, and implementation of the University’s electronic recordkeeping systems to ensure that they meet State of Florida and Federal requirements for electronic records.
  • Advises the University Records Manager on alignment of historical, current, and proposed enterprise systems with records management activities, and identifies documentation to assist with long-term management.
  • Liaises with technical and organizational personnel to support alignment of records management activities with data infrastructure.
  • Guides continuous assessment processes to ensure sustainable workflows for accessioning and management of scheduled electronic records.
  • Maintains records management website and other technical resources.

Records Management Consulting

  • Communicates and interacts with University records creators and custodians to determine record and information management needs.
  • Works with all levels of management and staff, particularly records creators and custodians, to ensure consistency and proper procedure implementation of University records management policies and guidelines
  • Collaboratively supports administrative unit personnel in managing existing, new, and analog-to-digital, online and other materials in order to meet legal requirements
  • Advises on permanent and archival records for retention, liaising with the University Archivist and University Records Manager on the implementation of the records management guidelines, processes, and programs, and on the acquisition of digital institutional records designated permanent or with historical, evidential, or legal value.

Records Management Training

  • Develops and delivers training through classroom and online presentation on proper management of digital institutional records within University-supported document management systems and to support an internal understanding of the interaction among information technology systems, records management, and the State of Florida and Federal rules and regulations.
  • Creates University-related documentation and provides training on digital forensic techniques related to records management

Other Duties as Assigned

  • Serves on appropriate committees and participates in special projects as assigned.



  • Bachelor’s degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience.


  • Certified Information Professional (CIP) designation or equivalent certification.
  • Experience with records management, electronic records management, and related concerns.
  • Experience with policy frameworks for standards, policies, and procedures to support adherence to and compliance with policies.
  • Experience with a range of computing operating systems, storage systems, software systems and tools, and file formats.
  • Knowledge of digital forensics techniques and digital preservation principles.
  • Ability to work collaboratively to accomplish goals
  • Flexibility, and ability to adapt and work in a rapidly changing academic environment
  • Basic computer skills and experience with Microsoft Word and Outlook.
  • Experience in developing and implementing training programs.
  • Aptitude for complex, analytical work with attention to detail.
  • Ability to work in a team-oriented approach with fellow staff members towards the organization’s goals.
  • Ability to work independently on multiple projects and priorities.
  • Willingness and desire to take initiative.


Vacation days, paid holidays, and sick leave days; retirement plan options; insurance benefits; tuition fee waiver program; no state or local income tax. Prospective employees should review the information about employment and benefits at UF available at UF offers a comprehensive new online benefits tool called ALEX to help employees and prospective employees review benefit choices at UF.


To apply, submit 1) a cover letter detailing your interest in and qualifications for this position; 2) your current resume; and 3) a list of three references including their contact information (address, telephone number, and email). Apply by July 25, 2018 (applications will be reviewed as received). Submit all application materials through the Jobs at UF online application system at Requisition 507654. Failure to submit the required documents may result in the application not being considered. If you have questions about the application process please contact Tina Marie Litchfield,

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