Job Description

This opportunity is only open to applicants who are currently 'Priority Movers'. Applications from individuals not currently on the Priority Mover list will be rejected and not considered.

Would you like to play a key role in preserving Scottish Government’s corporate record for future generations of the people of Scotland?.

The Records Manager post in our Archiving Team which is part of the wider Records Management Team within the Knowledge and Information Management Branch. The Records Management Team provide records management advice and support to colleagues across the organisation ensuring that the organisation remains compliant with key legislation such as the Public Records (Scotland) Act 2011.

One of its key duties is to arrange the transfer of records to National Records of Scotland (NRS) for archive on an annual basis in order to ensure Scottish Government (SG) deliver on retention arrangements specified in our published Records Management Plan.

You will have a vital role to play in this annual exercise and will be a key liaison point between SG and NRS, whilst also providing advice and guidance to SG Divisions on sensitivity reviewing of electronic files due to transfer to archive. The Records Manager will also have a key part to play in ensuring that the eRDM system is updated post transfer in order that the SG corporate record is appropriately maintained.

They will additionally undertake sensitivity reviews of both legacy paper and electronic files prior to transfer to NRS to ensure that information which should not immediately be released to the public on transfer is redacted in line with relevant exemptions.

The postholder will have line management responsibility for one member of staff and report to the SG Corporate Records Manager. The role requires regular working in Saughton House, Edinburgh as this is where our legacy paper records are stored.

Responsibilities

• Identify files due for transfer in line with arrangements specified in the SG Records Management Plan and act as the key liaison point for Directorates and NRS.
• Lead on providing advice and guidance to SG Divisions on sensitivity reviewing of electronic files which are due to transfer to NRS for archive and provide advice on how to use the Corporate Redaction tool (Objective Redact).
• Assist with communications to the Senior Information Risk Owner (SIRO) and Ministers regarding what is due to be published and liaise with Communications Team colleagues when publication is due.
• Work with the SG Corporate Records Manager and Objective to prepare and extract the records from eRDM before arranging their secure transfer to NRS for subsequent release to the public thereby keeping SG compliant with the Public Records (Scotland) Act 2011. Following NRS confirmation of the successful transfer of the records lead on recording NRS references and disposal of the files from eRDM.
• Act as a key liaison point for NRS when it comes to handling requests for access to SG information which has been archived ensuring that the relevant SG business area undertakes sensitivity reviews within legislative timeframes.
• Undertake sensitivity reviews on legacy paper and eRDM files to be archived working with our Legacy Paper Records and eRDM Records Management Teams to arrange subsequent transfer to NRS.

Working pattern

This role is a permanent level transfer position.

How to Apply

Applications for this position will only be accepted from substantive B2 employees.

Please submit a statement outlining your suitability for the role, relevant skills and experience, and what you would bring to the team (maximum 500 words).

Vacancy closes at 11:59pm on Tuesday the 23rd June.

Selection Process

All applications will be invited to an informal discussion with the hiring manager.

Informal discussions are to be confirmed.

Further Information

If you have specific questions about the role, please contact Craig.Sclater@gov.scot.

Read our Candidate Guide for further information on our recruitment and application processes.