Robin Heise
Yellow Springs,OH
Summary
Adept at spearheading digital archiving and compliance monitoring initiatives, I significantly enhanced efficiency at Greene County Records Center and Archives. My expertise in electronic records management and strategic planning, coupled with a knack for analytical thinking, led to streamlined operations and improved data accuracy. Achievements include developing robust training programs and successfully managing large-scale records relocation projects.
Overview
14
14
years of professional experience
Work History
Records Manager and Archivist
Greene County Records Center and Archives
01.2015 - 02.2025
- Streamlined records retrieval processes, reducing time spent searching for information.
- Maintained strict compliance with federal, state, and industry-specific record retention requirements through thorough monitoring and reporting processes.
- Established a secure document destruction process, safeguarding sensitive information from unauthorized access.
- Developed comprehensive training programs to improve team productivity and ensure compliance with regulations.
- Successfully managed large-scale records relocation projects, ensuring minimal disruption to business operations.
- Facilitated communication between senior management and staff related to new policy implementation or updates.
- Conducted regular audits of record keeping systems, identifying areas for improvement and ensuring data accuracy.
- Collaborated with cross-functional teams to establish effective records management strategies and policies.
- Spearheaded the transition from paper-based to digital record keeping systems, streamlining workflow and reducing errors in data entry processes.
- Enhanced records management efficiency by implementing advanced technology and industry best practices.
- Implemented a centralized electronic records management system, improving accessibility and collaboration among team members.
- Cultivated a positive and professional work environment, empowering team members to excel in their roles.
- Served as the primary liaison between Records Management department and other internal stakeholders such as IT, Legal, HR departments to ensure seamless integration of systems and processes.
- Oversaw the preservation of historical documents, maintaining organizational knowledge for future generations.
- Reduced operational costs by negotiating favorable contract terms with vendors for storage facilities and software solutions.
- Optimized physical storage space usage by regularly purging outdated records according to established guidelines.
- Developed a robust disaster recovery plan for vital records protection in case of emergencies or natural disasters.
- Monitored emerging trends in Records Management field; providing recommendations for possible implementation.
- Established, improved and reinforced document management systems to handle current and expected requirements.
- Identified areas of weakness and recommended or implemented process improvements.
- Maintained legally compliant, highly secure and user-friendly content to facilitate smooth use by internal and external stakeholders.
- Assisted in continuous improvement activities while developing and maintaining resulting documents.
- Assessed impact of emerging technology and system upgrades on workflow.
- Provided assistance with inbound and outbound document processes, document sorting, logging, and work order creation.
- Maintained organized and efficient document flows by using excellent planning and multitasking skills.
- Converted documents from one application to another.
- Compared incoming data against quality, integrity and accuracy expectations, identified faults and affected timely remedies.
- Collaborated across departments and levels of management to gain consensus on procedural documentation.
- Performed document reproduction, printing documents from electronic sources such as email attachments, PDF files and cloud storage.
- Reviewed document management protocols and user activities against internal records policies and document management standards.
- Created and maintained user accounts and properly routed documents for approval and training.
- Strengthened system efficiency by identifying lagging operational processes and implementing optimal solutions.
- Assisted with document troubleshooting and recovery of corrupt documents and files.
- Utilized ScanPro to digitize microfilm and microfiche.
- Contributed to design and implementation of overall department documentation standards, naming conventions, metadata and templates.
- Supported end-user access requirements by establishing compliant systems and effective access policies.
- Preserved valuable historical documents by implementing proper archival storage techniques and maintaining optimal environmental conditions.
- Developed policies and procedures that aligned with professional standards for archives management and preservation practices.
- Researched and recorded origins, provenance, and historical significance of archival materials.
- Trained volunteers and interns in proper handling techniques and cataloging procedures, ensuring continuity of care for collections.
- Improved collection organization and streamlined retrieval process with meticulous cataloging of archival materials.
- Provided reference assistance to patrons, guiding them in locating relevant resources within the archives.
- Enhanced accessibility to archived materials for researchers and the public by developing comprehensive finding aids and digital databases.
- Established collaborative relationships with community organizations to promote local history initiatives through shared resources and expertise.
- Implemented effective digitization strategies, increasing access to historical resources for remote users worldwide.
- Performed regular inventory audits of collections, identifying gaps in holdings or discrepancies in documentation.
- Mentored junior archivists in best practices and professional standards, fostering a supportive environment for career growth and development.
- Assisted in grant writing efforts to secure funding for special projects related to archive development or expansion initiatives.
- Managed budgets allocated for acquisitions, conservation supplies, digitization projects, or other archive-related expenses.
- Ensured preservation of fragile materials, conducting conservation treatments on damaged items as needed.
- Evaluated thousands of records for accuracy, value and status of preservation.
Public Outreach Coordinator
Greene County Records Center and Archives
01.2012 - 12.2014
- Coordinated community outreach initiatives to foster positive relationships and engagement.
- Developed partnerships with local organizations for expanding impact and reach.
- Improved community engagement by organizing and executing successful events.
- Managed communication strategies for enhancing public awareness of programs.
- Collaborated with team members to design effective outreach campaigns.
- Strengthened organizational presence in the community through targeted outreach efforts.
- Increased participation in programs by implementing targeted marketing strategies.
- Built strong relationships with community leaders to support organizational goals.
- Organized and attended events to promote organizational initiatives.
- Identified new opportunities for outreach and engagement by analyzing community needs.
- Enhanced volunteer recruitment and retention with effective communication strategies.
- Promoted organization's mission and values through strategic outreach efforts.
- Developed informational materials to support community education and awareness.
- Fostered connections with stakeholders to secure resources for outreach programs.
- Supported program evaluation by collecting and analyzing feedback from participants.
- Increased visibility of the organization within the community by leveraging social media platforms.
- Developed partnerships with relevant stakeholders, strengthening the organization''s presence in the community.
- Monitored progress towards outreach goals regularly, making adjustments as needed to ensure continued success of initiatives.
- Maintained up-to-date knowledge of relevant policies and regulations affecting target populations, informing program development accordingly.
- Developed network relationships with industry professionals to enhance community awareness and promote services.
- Facilitated strong relationships with community members by attending local events, serving as a liaison between the organization and its constituents.
- Coordinated large-scale events that showcased the organization''s mission and services, attracting new supporters and raising awareness about key issues.
- Measured outcomes of outreach initiatives using established metrics, demonstrating tangible results to funders and stakeholders.
- Implemented data-driven strategies to evaluate outreach efforts and continuously improve program effectiveness.
- Navigated complex community dynamics with diplomacy and thoughtfulness, fostering trust and credibility among diverse groups.
- Conducted workshops and training sessions for staff and volunteers, increasing their knowledge of community resources and best practices in outreach.
- Enhanced program visibility by creating targeted marketing materials and utilizing social media platforms.
- Increased community engagement by organizing outreach events and coordinating with local organizations.
- Managed volunteers effectively to ensure successful outreach initiatives and maintain volunteer satisfaction.
- Fostered relationships with media outlets to secure coverage for key events and campaigns.
- Tailored outreach messages to resonate with diverse audiences, increasing engagement across all platforms.
- Implemented feedback mechanisms to gather insights from community members, informing future initiatives.
- Designed training materials for new staff and volunteers, ensuring consistency in outreach efforts.
- Enhanced online presence by creating and managing content across multiple social media platforms.
- Leveraged analytics tools to track engagement metrics, guiding refinement of outreach strategies.
- Participated in community events to promote services and engage with public.
- Partnered with local organizations to expand access to social and community services.
- Researched best practices and developed strategies to improve program outcomes.
- Conducted outreach activities to engage local stakeholders in programs.
- Monitored program performance and outcomes for successful delivery of services.
- Designed innovative and interactive exhibits to showcase newly procured and digitized items.
Local History Librarian II
Greene County Public Library
08.2012 - 08.2014
- Assisted patrons with locating resources and provided guidance to enhance their research efforts.
- Provided reference services to support patrons' informational needs.
- Collaborated with community organizations to foster local partnerships and programming.
- Catalogued and organized books, materials and other documents for proper library management.
- Maintained a high level of customer service by addressing and resolving patron concerns or complaints in a timely manner.
- Located requested books on shelves and in library database and fetched items for patrons.
- Assisted students in locating and using library resources and assisted teachers with materials needed to enrich classroom instruction.
- Increased patron satisfaction with timely responses to reference inquiries, utilizing extensive knowledge of information sources.
- Enhanced library user experience by effectively organizing and maintaining a diverse collection of resources.
- Supported digital library collections containing e-books, audiobooks and digital media.
- Participated in professional development opportunities to stay current on industry trends and best practices.
- Assisted library patrons with resolving computer problems.
- Maintained welcoming and inclusive library environment, ensuring positive experience for all patrons.
- Kept up-to-date records of materials, maintained inventory and corrected cataloging errors.
- Resolved patrons' complaints tactfully and professionally.
- Greeted patrons warmly and offered to assist with issues or needs.
- Responded to numerous reference calls daily, helping patrons with specific information needs.
Administrative Support Assistant
Greene County Records Center and Archives
11.2011 - 12.2012
- Managed high volumes of incoming calls and emails, ensuring timely responses and accurate information dissemination.
- Maintained a well-organized filing system for easy access to important documents, improving overall efficiency.
- Consistently recognized for maintaining a professional demeanor and providing exceptional support to both colleagues and clients.
- Provided exceptional customer service by addressing inquiries promptly and professionally, nurturing positive client relationships.
- Handled confidential information with discretion, maintaining trust among colleagues and clients alike.
- Monitored deadlines closely and submitted required documentation punctually.
- Prepared detailed reports and presentations for management review, facilitating informed decision-making processes.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Managed filing system, entered data and completed other clerical tasks.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Assisted coworkers and staff members with special tasks on daily basis.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Volunteered to help with special projects of varying degrees of complexity.
- Performed research to collect and record industry data.
Graduate Intern
Greene County Records Center and Archives
06.2011 - 09.2011
- Leveraged strong written and verbal communication skills to present findings, ideas, and updates on progress in a clear and concise manner.
- Consistently met or exceeded expectations set forth by supervisors regarding quality of work produced during the internship experience.
- Demonstrated excellent problem-solving abilities by identifying issues early on and implementing creative solutions when needed.
- Effectively prioritized tasks by organizing workload according to importance and urgency, ensuring timely completion of assignments.
- Contributed to the success of multiple projects by providing critical support during all stages of development and implementation.
- Conducted in-depth research for various projects, resulting in more informed and innovative solutions.
- Gained valuable experience working alongside industry professionals, learning best practices and industry standards.
- Managed multiple tasks simultaneously with ease, showcasing exceptional organizational skills throughout the internship period.
- Applied strong attention to detail while reviewing documents or analyzing data, ensuring accuracy in all deliverables.
Education
Master of Arts - History: Public History
Wright State University
Dayton, OHMaster of Arts - Higher Education Administration
The Ohio State University
Columbus, OHAnthropology And Psychology
The Ohio State University
Columbus, OHSkills
- Software implementation
- Training delivery
- Retention scheduling
- Compliance monitoring
- Content management
- Electronic records management
- Database administration
- Disaster recovery
- Metadata management
- Digital archiving
Attention to detail
- Analytical thinking
- Professionalism
- Strategic planning
- Workflow management
- Self motivation
Implementation and Maintenance of Digital Preservation and Content Management Systems
- RecMan (a legacy data management system)
- ArchivesSpace
- Preservica
- CivicPlus
- ArchivesSocial
- NextRequest
- ScanPro, microfilm reader/writer
Timeline
Records Manager and Archivist
Greene County Records Center and Archives
01.2015 - 02.2025
Local History Librarian II
Greene County Public Library
08.2012 - 08.2014
Public Outreach Coordinator
Greene County Records Center and Archives
01.2012 - 12.2014
Administrative Support Assistant
Greene County Records Center and Archives
11.2011 - 12.2012
Graduate Intern
Greene County Records Center and Archives
06.2011 - 09.2011
Master of Arts - History: Public History
Wright State University
Master of Arts - Higher Education Administration
The Ohio State University
Anthropology And Psychology
The Ohio State University
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