Document Management, Retention, and Data Privacy Specialist

Overview

Work for Indiana
Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering opportunities across 60+ agencies. The state provides competitive compensation, a robust benefits package, and a commitment to work-life balance. You can make a real and measurable impact on the lives of Hoosiers across Indiana.

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.

The Document Management, Retention, and Data Privacy Specialist ensures agency‑wide compliance with state and federal regulations related to document creation, maintenance, and retention. In this role, you will support the development and implementation of consistent record‑keeping practices, safeguard sensitive information, and ensure all documentation is managed in accordance with legal and operational requirements. You will also serve as a key resource to staff across the agency, promoting effective records management and supporting the integrity, security, and accessibility of DCS information.

This is an on-site role in the central DCS offices at the Indiana Government Center in Indianapolis, Indiana.

The salary for this position traditionally starts at $61,022.00 but may be commensurate with education and work experience. Use our Compensation Calculator to view the total compensation package.

A Day in the Life:

• Design, implement, and maintain document and electronic record‑keeping systems in alignment with agency needs and compliance standards.
• Develop, revise, and manage records retention and disposition schedules consistent with state and federal regulations.
• Maintain accurate inventories of active, inactive, permanent, and non‑permanent record series across the agency.
• Oversee the timely and secure disposal of non‑permanent records in accordance with approved retention schedules.
• Coordinate with the Indiana State Archives to transfer permanent records, ensuring proper preparation and documentation.
• Identify process gaps, risks, and vulnerabilities related to documentation and data privacy, and support remediation efforts.
• Assist with implementation of data management controls that protect sensitive or confidential information.
• Provide guidance, support, and training to staff regarding proper document management, retention requirements, and privacy practices.
• Collaborate with internal stakeholders to ensure consistent compliance with records‑related policies and procedures.
• Maintain documentation, logs, and reports necessary to demonstrate compliance with internal and external requirements.

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:

• Experience with document management systems and electronic records platforms preferred.
• Knowledge of record‑keeping principles, retention practices, and information governance…