Records Management Officer

ABOUT THE ORLEANS PARISH DISTRICT ATTORNEY'S OFFICE (OPDA):

Jason Rogers Williams took office as the Orleans Parish District Attorney on January 11, 2021, and is building a 21st century prosecutors' office with a team of the best and brightest lawyers from around the country and a mission of being as smart on crime as the office has historically been tough on crime. New Orleans has led the world in convictions and incarceration for decades, without any corresponding decrease in crime. OPDA is simultaneously increasing safety and delivering justice with a laser focus on serious offense and a belief that every New Orleanian deserves the presumption of innocence.

DUTIES AND RESPONSIBILITIES:
1) Maintenance of District Attorney's Office Records
It is the responsibility of the Records Management Officer (RMO) to maintain all records of the District Attorney's Office that are received by the Closed Files area. These records may originate from any department of the office. Records may be scanned, maintained in the office, or sent to offsite storage.
a) It is the responsibility of the RMO to assure the smooth flow of closed case files from the Trials and Screening divisions to the Closed Files area.
b) It is the responsibility of the RMO to determine the best practical location in which to house a record (i.e., file cabinet, scanning, or offsite storage).
c) It is the responsibility of the RMO to maintain indexes and inventories of records so that they may be easily retrieved. This may include microfilm indexes, warehouse box numbers and associated inventories, computer indexes, and index cards.
d) It is the responsibility of the RMO to order and supply storage boxes to office personnel wishing to send records to offsite storage.
e) The RMO is responsible for ordering warehouse storage labels and assigning these labels to storage boxes as records are boxed for offsite storage.
f) The RMO is responsible for periodic review of stored records for possible destruction.

2) Responding to Requests for Records or Information
It is the responsibility of the RMO to respond to requests for office records made by District Attorney's Office personnel, law enforcement, or the general public.
a) In the case of requests for records made by District Attorney's Office personnel, a record should be made available in the appropriate form (i.e., hard copy, microfilm, or computer printout). If a record cannot be provided, it is the
responsibility of the RMO to use all resources at hand to determine a possible location of the record.
b) In the case of requests for information made by members of law enforcement, it is the responsibility of the RMO to act professionally in supplying information. If information cannot be located, the RMO should make an effort to refer a person to another agency that might have it. The RMO will determine the appropriate response. If a public records request is made for a record, the RMO should refer the request to the attorney who officially represents the District Attorney's Office on public records requests.
c) Prior to releasing information to the public, the RMO is responsible for verifying that a record has not been expunged.

3) Response to Public Records Requests
It is the responsibility of the RMO to comply with public records requests as they pertain to La. R.S. 44:1, et seq.
a) The RMO is responsible for researching and providing information pertaining to the location and availability of records requested under La. R.S. 44:1, et seq. The information should be forwarded to the attorney who makes the official response on behalf of the office.
b) The RMO is responsible for receiving payment for the copying of records requested under La. R.S. 44:1, et seq., and of forwarding this payment to the Accounting Department of the District Attorney's Office.
c) The RMO is responsible for the copying and mailing of public records, or in setting up appointments with anyone wishing to view a public record in the District Attorney's Office.
d) The RMO is responsible for maintaining a record documenting the history of individual public records requests.

4) Microfilm Equipment
It is the responsibility of the RMO to maintain the District Attorney's microfilm equipment.
a) The RMO is responsible for ordering supplies used for the operation of the microfilm reader/printer and placing of service calls as required.
b) The RMO periodically reviews microfilm indexes to make certain indexes are accurate and records can be retrieved.

5) Expungements
It is the responsibility of the RMO to oversee the processing of expungement orders. In the case of juvenile expungements, the RMO will issue an affidavit to Juvenile Court affirming that all records pertaining to an expunged record are eliminated.
6) Copy Machine Maintenance
The RMO is responsible for assisting office personnel with the District Attorney's Office main copy machine, located in the Closed Files area.
a) The RMO is responsible for ordering copy paper used by all copy and fax machines in the District Attorney's Office.
b) The RMO is responsible for ordering supplies for the third-floor fax machine.

7) Supervision of Closed File Room Personnel
The RMO is responsible for the distribution of duties and responsibilities to file room personnel. The RMO determines these based on need.

8) District Attorney's Office Records Management Officer
The RMO shall act as liaison between the District Attorney's Office and the State Archivist.
a) The RMO creates inventories of the records of the District Attorney's Office.
b) The RMO creates records retention schedules which are filed with the State Archivist.
c) The RMO annually reviews the records retention schedule for any additions that should be made.
d) The RMO keeps District Attorney's Office personnel informed of the requirements for the maintenance of District Attorney's Office records (i.e., state records).
e) The RMO files with the State Archivist, all required documentation regarding the maintenance or destruction of District Attorney's Office records.

QUALIFICATIONS:
Records management background with a working knowledge of legal documents, public relations skills, experience with preparation of records for microfilming or scanning, and data entry experience.