The RMO Intern works under the direction of the Records Management Office (RMO) on various Records and Information Management (RIM) projects. Must pay attention to detail, have good interpersonal skills to liaison with RIM customers, possess good written and communication skills, and follow directions as set out by the RMO. Provide assistance with archiving and destruction tasks, monitoring system security, and other RIM related tasks.
1. Work with the Corporate Records Manager to learn about RIM, associated policy and procedures, upcoming ECM technology projects, and change management practices. Assist the Corporate Records Manager with RIM projects, as assigned.
2. Monitor TRIM and Records inbox for ongoing requests from customers to request and order boxes from Offsite Storage Facilities (OFS) such as Iron Mountain, Underground Vaults & Storage, and FilePro. Work with customers and OFS for any box submission and tracking issues, such as printing labels, Q/C work and others as standardized by RMO procedures. Work with customers to Q/C inspect new and refile boxes, create box labels, and work with RMO to check TRIM entries and update inspection logs accordingly. Coordinate deliveries and pickup with Facilities Management (FM) for box retrievals and refiles. Order empty Paige storage boxes and coordinate this process with FM and customers. Process new boxes such as Bills of Lading and others reports from the Terminals by archiving them into TRIM and working with FM and OFS for storage and retrieval tasks. Run specialized searches for archived records (physical and electronic) in TRIM; export and provide search results in Excel exports as requested by customers.
3. Monitor electronic archiving and declaration processes in TRIM including electronic records, role-based securities, terminations and job changes. Assist the RMO with TRIM administration duties such as setting up and changing system users, TRIM classification plans and training RMO customers for TRIM use. Assist the Corporate Records Manager with elective RIM training courses and help customers with office cleaning projects, as assigned.
4. Work closely with the RMO, customers and OFS to create, track and coordinate Records Destruction Forms and Reports. Input, process, and distribute RIM Compliance Certificates. Assist the Information Analyst with processing reports for any RIM activities, including quarterly box checkout reports, postings to SharePoint (SP), and monthly metrics for RMO Key Performance Indicators. Perform all clerical work associated with the RIM program such as folding brochures, special organization projects, and mail merge projects, as needed.