The Role
Leads organization-wide records management across three entities, developing retention policies, overseeing records intake and disposition, coordinating legal holds and regulatory requests, auditing compliance, managing electronic records migrations, training staff, supervising a Records Specialist, reporting metrics, and overseeing records vendors. The role requires expertise in records governance, HIPAA and CJIS requirements, legal requests, document systems, and confidential information handling.
Summary Generated by Built In
Position: Manager, Records Management
Classification: Full-Time, Exempt
Reports to: VP, Information Technology, and Cyber Security Officer
Company: DePelchin Family Services
Location: Houston, TX
Position Description:
The Manager, Records Management provides organization-wide leadership over the creation, maintenance, retention, security, and disposition of records across DePelchin Family Services, DePelchin Children's Center, and Texans Together. This position develops and administers records management policies, procedures, and systems that ensure records — including client/health records, human resources files, contracts, corporate governance documents, and other business records — are complete, accurate, accessible to authorized users, and retained or disposed of in compliance with applicable federal and state regulations (including HIPAA and CJIS requirements), licensing standards, funder and contract requirements, and legal hold obligations. The Manager, Records Management supervises the Records Specialist and partners with program, Human Resources, Legal/Compliance, Finance, and IT leadership to standardize records practices agency wide.
Primary Responsibilities:
Classification: Full-Time, Exempt
Reports to: VP, Information Technology, and Cyber Security Officer
Company: DePelchin Family Services
Location: Houston, TX
Position Description:
The Manager, Records Management provides organization-wide leadership over the creation, maintenance, retention, security, and disposition of records across DePelchin Family Services, DePelchin Children's Center, and Texans Together. This position develops and administers records management policies, procedures, and systems that ensure records — including client/health records, human resources files, contracts, corporate governance documents, and other business records — are complete, accurate, accessible to authorized users, and retained or disposed of in compliance with applicable federal and state regulations (including HIPAA and CJIS requirements), licensing standards, funder and contract requirements, and legal hold obligations. The Manager, Records Management supervises the Records Specialist and partners with program, Human Resources, Legal/Compliance, Finance, and IT leadership to standardize records practices agency wide.
Primary Responsibilities:
- Develop, implement, and maintain agency-wide records management policies, procedures, and retention/disposition schedules covering all record types — client/health, HR, financial, contracts, corporate/governance, and other administrative records — across all three entities.
- Manage day-to-day operations of the Records Management function, including hiring, training, supervision, and performance management of the Records Management Specialist.
- Oversee the intake, filing, indexing, storage, retrieval, and secure disposition of paper and electronic records, ensuring records are organized, complete, and readily accessible to authorized staff.
- Serve as the agency's subject matter expert on records retention requirements, coordinating with Legal/Compliance to ensure schedules reflect HIPAA, CJIS, state licensing, funder, and other applicable regulatory requirements.
- Respond to and coordinate fulfillment of record requests, including subpoenas, court orders, audits, and client or internal records-access requests, in partnership with Legal/Compliance and program leadership.
- Partner with the HIPAA Privacy Officer and the Compliance team on matters involving protected health information (PHI), ensuring records practices support HIPAA and CJIS compliance without assuming Privacy Officer responsibilities.
- Lead or support the migration of records from paper to electronic formats and evaluate and recommend records management systems and tools to improve efficiency, security, and accessibility.
- Conduct periodic audits of records practices across departments and programs to ensure compliance with agency policy and regulatory requirements and lead remediation of identified gaps.
- Manage legal holds on records in coordination with Legal/Compliance, ensuring holds are properly documented, communicated to affected staff, and enforced.
- Develop and deliver training to staff on records management policies, procedures, and compliance requirements.
- Track and report on key records management metrics (e.g., request turnaround times, retention compliance, storage utilization) to the Vice President of Information Technology.
- Manage relationships with third-party records storage, scanning, or destruction vendors, including contract oversight and invoice review.
- Bachelors degree, preferably in Health Information Management, Business Administration, Information Management or related field. Relevant experience may be considered in lieu of education requirement.
- Minimum four (4) years of progressively responsible experience in records management, health information management, or a related field, including management and direct supervisory experience.
- Experience developing, implementing, and maintaining records retention/disposition policies and schedules across multiple record types.
- Experience responding to subpoenas, legal holds, audits, or other regulatory/legal records requests.
- Experience using electronic records and document management systems.
- Certified Records Manager (CRM), Registered Health Information Technician (RHIT), Registered Health Information Administrator (RHIA), or a similar records or health information management certification.
- Membership in a relevant professional association (e.g., ARMA International, AHIMA) a plus.
- Experience in a nonprofit, healthcare, or human services environment.
- Proficiency in Microsoft Office Suite, electronic records and document management systems, and general office technology.
- Strong knowledge of records management principles, retention scheduling, and information governance best practices.
- Working knowledge of HIPAA, CJIS, state licensing, funder requirements, and other applicable regulations governing records management.
- Ability to interpret and apply complex regulatory requirements to records management policies, procedures, and daily operations.
- Excellent organizational skills with strong attention to detail and accuracy.
- Ability to manage multiple priorities and deadlines across departments and organizational entities.
- Strong leadership, supervisory, coaching, and staff development skills.
- Effective written and verbal communication skills, including the ability to train staff and interact professionally with attorneys, auditors, courts, and other stakeholders.
- Sound judgment and discretion in handling confidential and sensitive information.
- Strong interpersonal and relationship-building skills with the ability to collaborate effectively across departments, programs, and organizational entities.
- Ability to exercise independent judgment, identify compliance risks, and recommend improvements to records management practices.
- Environment: Office-based
- Work Schedule: Monday–Friday during standard business hours
- Travel: Occasional (Must have reliable transportation, valid Texas Driver License, and current Auto Insurance)
Skills Required
- Bachelor’s degree, preferably in Health Information Management, Business Administration, Information Management, or a related field; relevant experience may substitute.
- At least four years of progressively responsible experience in records management, health information management, or a related field.
- Management and direct supervisory experience.
- Experience developing, implementing, and maintaining records retention and disposition policies and schedules across multiple record types.
- Experience responding to subpoenas, legal holds, audits, or other regulatory and legal records requests.
- Experience using electronic records and document management systems.
- Certified Records Manager, RHIT, RHIA, or similar records or health information management certification.
- Membership in a relevant professional association such as ARMA International or AHIMA.
- Experience in a nonprofit, healthcare, or human services environment.
- Proficiency in Microsoft Office Suite, electronic records and document management systems, and general office technology.
- Knowledge of records management principles, retention scheduling, information governance, HIPAA, CJIS, state licensing, and funder requirements.
- Reliable transportation, valid Texas driver license, and current auto insurance.
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The Company
What We Do
DePelchin Children's Center is a Houston-based nonprofit that supports children and the families who care for them. Founded in 1892, it provides comprehensive services including parenting classes, counseling, foster care, adoption, prevention, and family-strengthening programs. Its mission is to promote children's mental health and physical well-being, prevent maltreatment, preserve healthy families, and help ensure children grow up in safe, caring homes.
