Records Management Associate

Job Type

Full Time


Details: Salary is based on experience and on the Foundation’s commitment to internal equity. A generous benefits package is provided.




New York
New York
United States



The Information Management team at Ford Foundation has an open position for a Records Management Associate (RMA) to manage the daily operations of the Foundation’s physical and digital records centers, including the monitoring of records workflow, and maintenance of accurate data within the records management inventory system.

Reporting to and working closely with the Global Records and Archives Manager, the RMA supports records management best practices to ensure key information assets (print and electronic) of the foundation are shared, discovered, managed, and preserved according to the foundation’s requirements. In addition, they will interact with staff across the foundation, at all levels.

The ideal candidate is enthusiastic and enjoys the extreme detail oriented nature required for success in this field; enjoys collaborating closely with colleagues and sharing ownership of projects when appropriate. They will have experience in digital records management and/or digital archiving and will be familiar with encryption, file obsolescence and other common technical issues with digital archiving.

This position is an excellent opportunity for someone who wants to deepen their knowledge and skill base in this field, work on a team of seasoned professionals in the records management and broader knowledge management sectors and be managed by someone who will prepare them for advancement via training, conferences, etc. In addition, the RMA will be able to capitalize on the foundation's partnership with the Rockefeller Archive Center.

JOB Responsibilities:

Physical Records Management Responsibilities

  • Maintain intellectual control and accuracy of the entire inventory of physical and digital records under Information Management’s control through the constant review and updating of the inventory system
  • Establish and maintain procedures for filing and tracking all records under IM control including paper files and offline digital media
  • Monitor procedures and/or systems used for processing and storing inactive records to ensure compliance with established procedures and policies
  • Perform independent initial appraisal and analysis of records for retention purposes.
  • Oversee records destruction process for temporary records in IM’s custody, facilitating the full destruction workflow, and confirming actual destruction
  • Improve on established IM procedures for the management of physical records with an eye to decreasing the foundation’s paper footprint
  • Make proposals and justifications for digitization projects for records in IM custody

Digital Records Management Responsibilities:

  • Provide independent initial appraisals and analysis of digital records that need to go through the triage process
  • Complete digital triage process through all submission paths
  • Provide appraisal and analysis of record collections and assign or correct record collection metadata and descriptive data as appropriate
  • Manage the process and standards for the transfer of digital records (e.g., staff subject files, decommissioned drives) to IM custody, working closely with the IT to ensure that all required records are transitioned according to the established procedure and timelines

Staff Support:

  • Assist in developing policies and setting standards to improve user support services
  • Establish benchmarks for active and inactive records management and customer service
  • Manage ROI and ROP processes for records-related projects
  • Conduct regular quality checks of data in the records inventory system and recommend actions needed to ensure data integrity
  • Maintain and provide records transactional data and reports and assist manager in conducting feasibility studies, preparing budgets, and monitoring budget expenditures


  • BA/BS plus at least 2 years’ experience in a records management/archives management environment OR equivalent combination of education, formal training, and experience in records management or records center operations managing digital records collections, workflows, and storage types
  • Experience with managing digital records collections, workflows, and storage types
  • High proficiency in Excel, Word, PowerPoint, and Outlook
  • Ability to self-manage, prioritize work assignments across departments, manage multiple deadlines, and represent the unit and the foundation in any given environment
  • Flexible and proactive planning & organizational skills, record-keeping skills, proofreading skills and extraordinary attention to detail
  • Proven ability to problem solve and follow up appropriately on process and procedural issues
  • Demonstrated ability to work successfully in multi-faceted, team-oriented environment with shared responsibility and accountability
  • Ability to contribute to a positive, productive, open, and supportive environment that motivates everyone to perform at their best
  • Excellent oral and written communications skills; ability to manage communications tactfully and professionally with a high attention to detail and accuracy

Preferred Qualifications

  • CRA or CRM Certification
  • Work experience in knowledge management, archive management, library/information science, or related discipline
  • Experience managing files and content using a formal content or document management system (e.g., SharePoint)
  • Strong understanding and familiarity with the principles and mechanics of effective information management and records management practices
  • Experience in translating business needs into business requirements; and the ability to communicate with technical staff and to translate technical requirements into lay terms

Physical Requirements:

The position is mostly sedentary and requires sitting or standing at a desk. 

Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.  

Professional Level

None specified

Minimum Education Required

No requirement