ILM Retention Manager

Why join us?

The Data and Architecture Office (DAO) was established to transform HSBC into a truly data-driven organisation by ensuring that every design decision has a built-in data consideration. As DAO we will provide leadership that enables data and analytics to be a key driver of our business strategy. Working closely in partnership with senior stakeholders and delivery teams all over the world to connect the business processes, data, products, services, and technology that underpin customer value and financial success. Key to this is ensuring that our processes can retain data across businesses and geographical boundaries efficiently whilst meeting our legal and regulatory commitments. The Information Lifecycle Management (ILM) Retention Analyst is responsible for facilitating an effective and efficient service provision for US Data Storage Controls. The role will be part of the Group DAO ILM team Data Storage Controls are the controls defined to holistically address records management.The Data Storage Controls to be implemented include maintenance of records retention schedule, managing an inventory of legal holds and ultimately retention & deletion of records in line with the retention schedule and in support of legal holds. The ILM Retention Analyst is accountable for supporting the businesses to translate and apply Data Storage (DSTO) controls across data retention and applicable deletion processes within the information lifecycle. The ILM Retention Analyst will also support the ILM Operations Lead in monitoring data policy compliance across the data retention and removal process. This role has an active part in driving operational efficiencies by identifying synergies across business lines and/ or functions and leveraging consistent standardized records processes and procedures. The holder shall strive to ensure success in the rollout and maintenance of any US or Group process, procedures, technology or communications as guided by the Group ILM Operations Lead

What you’ll do:

Principal Accountabilities:Key activities and decision-making areas

This role will carry out some or all the following activities:

Support to help maintain a full list of DRCs (Data Retention Coordinators), supplied by Lead DRCs from GB/GFs, and store changes in an agreed shared location for easy access and reference Support recurring Working Group calls with relevant stakeholders in GB/ GFs including but not limited to DRCs, Lead DRCs and IT Partner with ITSOs, DRCs and Lead DRCs to support compliance of Data Storage controls in the form of explaining retention requirements, reviewing retention metadata provided by GB/ GFs and related retention/ deletion evidence provided by GB/ GFs Support the approval/rejection of changes to country retention rule exceptions, including business defined retention rules Support the communication and preservation/release of holds on impacted electronic records Support country-specific records-related projects, including new systems functionality and configuration.

Typical KPIs and Targets

Timely creation and submission of materials to support GB/GF sessions (agendas, etc.) Accurate and properly maintained list of DRCs and Lead DRCs Effective delivery of activities to support compliance to DSTO controls

Customers / Stakeholders

Interact and be a representative throughout the region at various levels of management on behalf of the DAO Interface regularly with the ILM Operations Lead and with GB/GFs to address retention requirements and retention evidencing.

Typical KPIs and Targets

Establishment of effective and credible working relationships with key stakeholders related to the US DAO Support creation of a positive and collaborative working environment

Leadership & Teamwork

Cultivate a positive and collaborative working environment across DAO and the leadership team Support the development of an effective team through communication, performance management, development plans, and reward/recognition practices Promote an environment that supports diversity and reflects the HSBC brand Complete other responsibilities, as assigned

Typical KPIs and Targets

Support DAO in a professional and commercial manner Creation of a positive and collaborative working environment Strong working relationships developed with team leaders and key stakeholders

Major Challenges (The challenges inherent in the role that require a continual test of the role holder’s abilities)

Ambiguity – the role requires navigating data reporting processes and policies that are may go through updates in the US Flexibility and adaptability – constantly changing priorities and tasks that are potentially highly restricted in nature, unpredictable and wide-ranging, complex and time-sensitive requires the simultaneous handling of a broad range of issues Stakeholder considerations – the role requires high quality, timely and succinct outputs that are suitable for senior executive management and external parties (including regulators), regardless of pressures Sensitivity and trust – engendering a true sense of urgency, pace, community, and collaboration across indirectly managed areas across the DAO community The diverse responsibility of the role and the number of jurisdictions and time zones with which the US operates requires the role holder to be highly efficient and able to deal with a high volume of both highly confidential and commercially sensitive information, with discretion Operating, influencing, and communicating effectively with all stakeholders and other colleagues both inside and outside the various functions Thinking and acting independently, often within tight timeframes, formulating sound advice or actions which have clear direction and are commercially and operationally acceptable

Role Context (The environment and operating conditions of the role including the extent of guidance and authority)

The role holder needs to perform a proactive, collaborative role to support the Reporting Lead HSBC is going through an unprecedented period of change in its move to a sustainable globally led and connected organization.There is increasing external scrutiny and pressure on the Financial Services industry from governments, regulators, media, investors, and brokers.The role holder needs to understand the impact of all these changes on the US DAO and support the lead accordingly The role holder may be required to interact with many internal and external parties at various levels of management and therefore needs an outstanding level of professionalism and gravitas, coupled with strong program management and reporting skills

Management of Risk (Operational Risk)

The role holder will ensure the fair treatment of our customers is at the heart of everything we do, both personally and as an organization.This will be achieved by consistently displaying the behaviors outlined in the group’s core values The role holder will also continually reassess the operational risks associated with the role and inherent in the business, taking into account the changing economic or market conditions, legal and regulatory requirements, operating procedures and practices, management restructurings, and the impact of new technology and services. This will be achieved by ensuring all actions take account of the likelihood of an operational risk occurring and by owning and managing any areas of concern in conjunction with line management and/or the appropriate department Promote an environment that supports diversity and reflects the HSBC brand

Observation of Internal Controls (Compliance Policy / FIM requirements)

Maintain HSBC internal control standards, including timely implementation of internal and external audit points together with any issues raised by external regulators Fostering a compliance culture and optimizing relations with regulators The role holder will be responsible for ensuring they and the teams in the various functions adhere to HSBC internal control standards, including timely implementation of external audit points together with any issues raised by external auditors. Requirements

What you will need to succeed in the role:

Knowledge & Experience / Qualifications (For the role – not the role holder.Minimum requirements of the role.)

1-3 years of experience developing data-driven reports, executing workflows, documenting meeting minutes/ notes and providing progress reports Hands-on experience with Microsoft Excel, collaboration tools such as JIRA, SharePoint and Confluence Analytical skills that allow for the development of reports, key insights, and visualizations Detail-oriented to identify elements that could impact ILM KCI / KPI results Working experience in an agile environment Able to cope with pressure and tight deadlines and be change-oriented Strong problem-solving skills

You’ll achieve more at HSBC 

HSBC is an equal opportunity employer committed to building a culture where all employees are valued, respected and opinions count. We take pride in providing a workplace that fosters continuous professional development, flexible working and, opportunities to grow within an inclusive and diverse environment. We encourage applications from all suitably qualified persons irrespective of, but not limited to, their gender or genetic information, sexual orientation, ethnicity, religion, social status, medical care leave requirements, political affiliation, people with disabilities, color, national origin, veteran status, etc., We consider all applications based on merit and suitability to the role.”

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