Director of Document Management, Retention, and Data Privacy
Date Posted: Sep 5, 2025
Requisition ID: 464943
Location:
Indianapolis, IN, US, 46204
Work for Indiana
Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.
About the Department of Child Services:
Join a group of passionate, dedicated public servants to support one of Indiana's most critical missions!
The Department of Child Services helps children who are victims of abuse or neglect and strengthens families through services that focus on family support and preservation. We pursue permanency for children and families through reunification, guardianship, and adoption. Our services also encompass foster care, child support, and transitional support for those adjusting to adulthood. Our culture is built upon our MVP foundation:
Mission: Champion Indiana's future by protecting children and strengthening families with compassion and determination.
Vision: Every child in Indiana thrives in a safe, loving, forever home.
Purpose: Ignite hope. Cultivate joy.
Role Overview:
The Director develops and supervises the DCS process for managing, retaining, and dispositioning documents. You will ensure compliance with applicable retention and data privacy mandates and ensure the agency is compliant with federal, state, and DCS policies and practices.
Salary:
The salary for this position traditionally starts at $70,122 but may be commensurate with education or work experience.
Use our Compensation Calculator (https://in.accessgov.com/spd/Forms/Page/spd/compensation-calculator/) to view the total compensation package.
A Day in the Life:
Responsbilities include:
Designing and implementing record-keeping systems, including databases and electronic document management systems.
Implementing measures to:
Protect critical information and identify and remedy vulnerabilities in agency records management processes.
Establish and revise agency records retention and disposition schedules.
Maintain inventories of records series that are accurate and complete.
Dispose of non-permanent agency records that have met retention requirements in a prompt, orderly, and documented manner.
Transfer permanent agency records to the custody of the State Archives.
Developing and enforcing records management policies, retention schedules, and similar governance to ensure legal and regulatory compliance.
Developing and administering a regular agency-wide records management training program emphasizing, at a minimum, records request procedures, compliance with applicable record retention schedules, appropriate data privacy considerations, and state and federal disclosure safeguard procedures.
Consulting with DCS Regional Designees on records management needs and practices.
Liaising with the Indiana Archives and Records Administration ("IARA") Records Center and State Archives personnel.
Managing a team responsible for functions including the physical transportation of records to and from the Local DCS Offices and the IARA Records Center/State Archives; electronic records management (including meeting recordings), web archiving, and digital preservation.
The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.
This position is exempt from overtime compensation for additional work hours that may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.
What You'll Need for Success:
Credentials:
a Bachelor's Degree with 2+ years of experience, or
5+ years applying the below, outlined knowledge, skills, and abilities in a similar role.
Related certifications and coursework may be considered for education or experience.
Essential knowledge and skills:
Thorough research, organizational, analytical, and critical thinking skills, supported by a strong attention to detail.
Advanced experience working with electronic document management systems, databases, digitization and archival tools.
Excellent verbal and written communication skills.
Professional experience and an educational background in records management, physical and electronic records archival management, digitizing, library services, cataloging, and metadata management is a plus.
Additional qualifications:
Thorough knowledge of the organization's business systems and commercial business applications.
Thorough knowledge of technical problems and solutions as they relate to the current and future business environment.
Advanced knowledge of the application of software engineering process tools.
Advanced knowledge of project management theories and practices and the ability to apply that knowledge.
Thorough knowledge of fundamental concepts, system design, relationships between various elements of the overall solution.
Ability to comprehend and translate business systems or application requirements in a meaningful and functional manner.
Ability to apply system development methodologies to oversee systems modifications and initiatives.
Ability to use logic and critical thinking to address issues efficiently and effectively.
Ability to understand the implications of new information for both current and future problem-solving and decision-making.
Working knowledge of the application of software development methodologies.
Familiarity with using and interpreting data structures and relationships.
Ability to understand how change management methodology aligns with and enhances project management and implementation.
Ability to delegate work, set clear direction, and manage workflow.
Ability to effectively give feedback, provide guidance or corrective action, coach, and develop employee skillsets.
Ability to lead, encourage and influence others to perform.
Able to perform essential functions with or without reasonable accommodation.
Benefits of Employment with the State of Indiana:
The State of Indiana offers a comprehensive benefits package for full-time employees that includes:
Three (3) medical plan options (including RX coverage) as well as vision and dental plans
Wellness Rewards Program: Complete wellness activities to earn gift card rewards
Health savings account, which includes bi-weekly state contribution
Deferred compensation 457(b) account (similar to 401(k) plan) with employer match
Two (2) fully-funded pension plan options
A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
Up to 15 hours of paid community service leave
Combined 180 hours of paid vacation, personal, and sick leave time off
12 paid holidays, 14 in election years
Education Reimbursement Program
Group life insurance
Referral Bonus program
Employee assistance program that allows for covered behavioral health visits
Qualified employer for the Public Service Loan Forgiveness Program
Free Parking for most positions
Free LinkedIn Learning access
Equal Employment Opportunity:
The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.
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