Records Management Analyst, Sanofi, Cambridge, MA
Posted July 30, 2015
Responsible and accountable for ensuring that the various projects needed to support the US Information and Records Management (US IRM) program infrastructure are completed in a timely, quality and efficient manner. Coordinates resources from within IRM and outside of IRM to ensure successful outcomes. The incumbent will work under the administrative direction of the head of IRM Program Implementation, while supporting the needs of the entire IRM team, using a high degree of judgement to respond to priorities, manage timelines, and follow through with tasks independently.
II. ESSENTIAL JOB DUTIES AND RESPONSIBILITIES
The key aspect of this position is to work on special projects that IRM must support, including, but not limited to:
- Move Support: IRM has a key role in Sanofi office moves and relocations. Our objective is to ensure that records are not left behind, ensuring the safety of intellectual property, that abandoned materials are identified and cared for, and that our colleagues are supported during times of transition.
- Record Clean Up: In accordance with GDPOL-012959, Global Policy for Records Management, a file review and purge process must be conducted at each site once a year, at a minimum. This is done through the coordination of individual sites, Records Coordinators, and IRM services, i.e. off-site storage, destructions, trainings, lunch time talks, promotional materials, and ad-hoc support.
- Due Diligences: IRM support for product due diligence requests ensures the identification and transfer of relevant data and information during product divestitures, licensing-out, mergers and acquisitions, in order to protect and support the company legally and financially.
- Abandoned Content: a key method of managing information risk, the disposition of abandoned content, created usually though moves, personnel and departmental transitions, is best conducted in a timely and coordinated manner so as to minimize the loss of regulated information and overload of transitory records.
- Litigation Support: Coordinate the initial search of IRM offsite storage databases using key words (often dozens per case) to identify potential relevant offsite storage material; work with Legal to determine which boxes need to be retrieved from storage; and coordinate with offsite storage vendors to have the boxes delivered. Might be asked to arrange for scanning of documents.
- Submission Support: Search for and retrieve offsite documents that are needed to be included in regulatory submissions. Might be asked to arrange for scanning of documents. Coordinate the initial search of IRM offsite storage databases to identify the physical location of documents that are supporting documents for regulatory submissions (key for Japanese submissions)
These projects are often given to IRM with little notice and with short deadlines. The incumbent will follow documented processes to ensure the timely completion of the projects and will work with other IRM team members/non-IRM staff to ensure the successful outcome. The incumbent will make suggestions for process updates and update the documentation upon obtaining process owner approval.
Manage all work for ongoing SOP training for new hires. This includes sending out training notices to new hires on a set schedule, tracking course completion, following up with those people who are not taking the course, and reporting training statistics. Provide logistical support for future SOP updates as directed by immediate manager and IRM Leadership Team.
Provide a monthly review of current IRM Project Dashboard (in SharePoint) to ensure that all are on target with documentation, status indicator, etc. Produce project documentation for own projects. Assist others with project documentation as assigned.
Coordinate and provide logistical and operational support for Records Coordinator Network, including, but not limited to:
- developing systems and tools to track, recruit, and manage Network membership,
- meeting arrangement and training preparation,
- assessing Network needs and priorities,
- coordinating with other IRM team members to develop tools to meet member and program requirements, including updates to internal website and IRM content, and
- supporting relationships between IRM team and Network, facilitating relationships and communication when appropriate.
Basic Qualifications:
- Bachelor’s degree from an accredited four-year college or university
- Area of specialization: Records Management, IT, Library or Business specialization preferred but not required
Job Related Experience
- Minimum 5 Years in Biotech/Pharma
- 4 Years: records management and archiving environment
Applicants should search for the position via our job portal.
Analyst – IRM Program Implementation – 00471577-