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Records Retention Coordinator

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Location: Nashville, TN, United States
Date Posted: Sep 28, 2019

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Job Description


JOB SUMMARY:  Manage all aspects of physical and electronic records management activities of the NABC.  Review the incoming and outgoing files or documents for completeness and discrepancies.  Prepare files for scanning and indexing into the imaging application and serve as the contact person for systems problems relating to the imaging system.  In discovering discrepancies or ensuring the completeness of files or documents, develop processes and procedures to maintain the quality standards set forth by the manager. 



  1. Performs the required tasks of interfiling, archiving records, annual destruction process, data entry and handling sensitive, confidential data.

  2. Prepares documents to be scanned by dividing files into batch classes.

  3. Tracks files in records tracking system.

  4. Sends original documents to outside vendor for scanning.  Performs various other clerical functions related to the imaging process, such as copying documents, shredding, and printing bar codes and cover sheets.

  5. Performs the weekly UCC downloads and audits and validates the information is correct before releasing it into the Imaging system.

  6. Processes eSignature deals into DocExpress and maintains a weekly report of all eSignature deals validated.

  7. Provides access to required files (physical and electronic) in a timely manner as requested.

  8. Performs final review for destruction processes and policies for NABC files (physical and electronic) to ensure timely and appropriate destruction of materials.

  9. Under direction of manager, ensures compliance with Caterpillar Records Retention Policies.

  10. Manages procedures for Securitizations audit process.  Works with manager to develop and documents procedures.  Securitizations required tracing of 8,000+ files.

  11. Works with various departments to organize pull of required files and maintains electronic record process to keep track of physical files/records pulled.

  12. Works closely with electronic and physical records management storage and destruction vendors.

  13. Maintains office file records.  Performs other basic office duties.

  14. As needed, implements new records/file management system and associated business process improvements.  Works with manager to document records/file management procedures and processes.

  15. Participates in accomplishment of continuous improvement objectives for the department.  Progress toward accomplishment of these is measured through maintenance of necessary measurements and analysis of associated data.  Participates in the identification of problem areas and development of resolutions to address them.

  16. Understands the Harassment policy of the company and is responsible for its application in all aspects of employment.








  1. Demonstrated knowledge of and ability to use internal systems to identify appropriate destruction or removal materials, specifically the leasing system, Records Management Entry and DocExpress.

  2. Demonstrated ability to operate Imaging software and related CFSC programs.

  3. Demonstrated knowledge of and ability to define and run required reports for records/file management and quality assessments. 

  4. Demonstrated knowledge of procedures for interacting with CFSC departments.

  5. Demonstrated knowledge of and ability to prepare and maintain spreadsheets.

  6. Demonstrated knowledge of CFSC documents and records management policies.

  7. Demonstrated ability to manage numerous tasks and projects with strong organizational skills.

  8. Demonstrated ability to train and instruct others regarding job requirements.

  9. Demonstrated knowledge and ability to develop and maintain training documentation and procedures.

  10. Demonstrated knowledge and understanding of the imaging procedures.

  11. Strong written and verbal communication skills with an ability to make presentations to large groups when necessary.

  12. Demonstrated ability to be detail-oriented while striving for quality as well as timeliness.

  13. Demonstrated ability to work independently for extended periods of time.

  14. Demonstrated ability to develop and maintain good interpersonal relationships, working effectively with others inside and outside of the company.

  15. Ability to lift boxes weighing up to 40 pounds.


    EDUCATION/EXPERIENCE:  A High School diploma or GED certificate is required and a minimum of 2 years experience in records management or library services is recommended.




EEO/AA Employer. All qualified individuals – including minorities, females, veterans and individuals with disabilities – are encouraged to apply.


Plus if the candidate has Doc express, RME, or Salesforce


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Job Info

Sep 28, 2019


United States