The Estee Lauder Companies Records Manager in Melville, New York
Brand: Estée Lauder Companies Corporate Departments
Provide leadership direction, planning, supervision and overall management of the company’s records management program. Implement the records management strategy designed to meet the company’s policies, business goals, compliance obligations and program objectives. Create and manage projects focused on the processes of physical and electronic records retention in support of business continuity. Oversee and direct the activities in support of the upgrades and purchases of new software, direct all activities associated with the transitioning of new technologies, and centralized repositories of documents for collaborative search and retrieval through electronic recordkeeping. Create and design the development plan and implementation of electronic and or physical records classification and retrieval systems. Update and maintain the company’s retention schedules and procedures and implement new processes enterprise wide. Train employees for correct records management policy and procedure execution.
Develops strategy for communicating the vision and direction for corporate records retention and destruction policies for both paper and electronic records to support business continuity. Analyze and recommend strategies and actions needed to implement policy and procedures in electronic and physical records projects as generated by various departments to provide increased transparency and effective corporate governance. Design, develop and maintenance of records programs, including enterprise outreach, retention schedules, guidelines, policy implementation and procedures to achieve participation in and compliance with the records management program. 15%
Builds electronic file plans, interviews records owners to assist in the identification of vital company records, creates records categories and retention periods in electronic records management system. Transition hard-copy processes to electronic business processes by utilizing new technologies. Administers the RIM system to users’ desktop and trains users on file selection and preservation. Provide technical direction on issues related to the transfer, preservation and accessibility of physical record content to an electronic record keeping format. 15%
Direct the operation of on-site and off-site physical records storage to comply with corporate retention policies; manage facility usage, inventories and budget including contracts and relationships with storage vendors. Direct the transfer, storage retention and destruction of destruction due records in compliance with Records Management policy. Assist with active/inactive records maintenance, including indexing/storage, retrieval, shredding and destruction in accordance with Company Policy and for litigation discovery support. 10%
Independently leads and launches records destruction process by capturing records due for destruction and identifying original records owner for communication and follow up. Administer and coordinates the destruction review process with tax, legal and various department VP’s to avoid the risk of premature or accidental destruction and to avoid the storage costs of records due for destruction (both physical and electronic) Support and provide consultation to department Managers for the purge of onsite or offsite records in coordination with outside records management vendor. 10%
Collaborate with various business units to provide direction on records management policies and procedures and to assimilate new records management technologies creating the opportunity to retrieve and produce records quickly to demonstrate regulatory and legislative compliance. Provide technical assistance and training on issues related to the transfer, preservation, and accessibility of physical and electronic records. Administer vendor system specific training for designated business units to avoid risk of poor records management and lack of access to corporate knowledge base. 10%
Maintains and updates the corporate retention and destruction schedules for all corporate records to support compliance and preserve corporate records. Collect and review retention and disposition recommendations from users to update policies and procedures. Liaison with Legal Department, Risk Management and Information Technology to revise retention schedules. Maintains and updates the Records Management section of the Corporate website to support the safeguarding of vital information and support of management decisions. 10%
Recommend systematic technology solutions for automating lifecycle management of electronically stored information. Work with information systems staff to develop and implement appropriate procedures for managing electronically stored records to avoid unnecessary storage costs of digital storage. Advisor to GIS decommissioning team to provide consistent direction on information management as it relates to the company’s records management policy. 10%
Responsible for billing allocation of various storage and retrieval transactions for multiple storage suppliers (physical and electronic). Monthly review of fees and costs associated with the transfer, retrieval and destruction of physical and electronic records. Accurately defining department codes for billing chargeback to avoid unnecessary costs and ensure proper billing allocation. Oversee Records Department Budget including outside warehousing, software licensing, overtime, staffing, etc. at approximately $500,000 per year. 10%
Lead and manage Records Department employees for efficient day-to-day operations including filing, retrieving and transfer of physical and electronic records. Train and cultivate talent planning for audit readiness, risk aversion (misplaced records), coaching of department records coordinators for their respective records handling procedures. 5%
Prepare management reports for use by Records Committee and Senior Management detailing enterprise wide records holdings including multiple repositories and outside warehousing, electronic records, records management system licensing, records management costs and legal holds baring destruction. Provide detailed reports of the company’s physical and electronic records inventory by business unit, retention and destruction schedules. 5%
Takes a broad view of the business, industry, and consumer environment to anticipate and plan for the future. Identifies the focus and defines where to play, how to win and what capabilities and management systems are required.
Aligns and Engages the Team in the Vision:
Provides clarity to each team member on their role in achieving the vision, strategy, and goals.
Demonstrates Learning Agility:
Ability to anticipate change, face reality, draw conclusions, and swiftly
mobilize to adapt to changing needs and demands.
Strives for Excellence in Execution:
Proactively seeks ways to improve personal and organizational effectiveness to meet current and future business needs. Learns equally from successes and failures.
Experienced in records management software applications, off-site records storage and retrieval vendors. Previous participation and support of audits including Tax and Legal. Proficient in transitioning hard-copy record keeping processes to electronic record keeping processing including automating lifecycle management of electronically stored information. Experience training users and records staff on electronic records systems and policy and procedures. Project management experience including documenting project milestones, procedures and reporting. Experience in database creation, migration and management. Ability to create file plans including retention schedules in automated Records Management System. Expertise in Microsoft Office, including Power Point, Word and Access. Ability to create and demonstrate Records Management program reports (via Power Point and alike) to Senior Management including Tax and Legal and the companies Records Management Committee. Experience managing team of employees to execute day to day operations and project management as needed.
Minimum Education Level: Bachelor's degree from accredited college or university
Minimum Years of Experience: 5
Percent of Time Travel: 10%
Licenses or Certifications: Certified Records Manager (CRM) or Enterprise Records Manager (ERM)
Primary Location: Americas-US-NY-Melville
Job Type: Standard
Shift: 1st (Day) Shift
Travel: Yes, 10 % of the Time
Job Number: 161119