Records & Information Management Coordinator; temporary

Summary Of Duties

Reporting to the Manager, Corporate Records & Freedom of Information, responsible for the effective coordination and administration of the organization’s records and information assets, in both physical and electronic formats. Ensures that information, data and records are organized, accessible and classified in compliance with legal and regulatory requirements.

Act as Records Management Administrator of the Electronic Document and Records Management Systems (EDRMS), which contain active and archival records. Responsible for configuring and maintaining file classifications, records life cycles and dispositions, train users on compliant records management filing. Completes Quality Assurance and compliance audits to maintain the integrity of the lifecycle of records filed in systems, including but not limited to DM Extensions and SharePoint/Purview.

• Develops requirements for efficient information handling, creation, classification, indexing, retention scheduling, storage and retrieval processes including archival records protection of both physical and electronic records.
• Records Management Administrator of EDRMS systems, responsible for file configuration, setting system document types and retention schedules. Monitors user permissions, identifies software issues, resolves user issues, runs lifecycle reports and executes disposition reports.
• Monitors and enforces compliance with established records classification and system security frameworks to ensure records are managed in accordance with legislated retention schedules in accordance with the Municipal Act and applicable privacy requirements under the Municipal Freedom of Information & Protection of Privacy Act.
• Instructs and guides City staff on compliant records management filing in DM Extensions and SharePoint EDRMS software.
• Coordinates, organizes and processes daily administrative tasks related to the operation of the off‑site storage facility including liaising with client departments regarding storage and retrieval inquiries.
• Responsible for coordinating and conducting annual shred of paper records including preparing and verifying all documentation for expired boxes and coordinating approvals from client departments prior to destruction of their expired records.
• Researches and analyzes records management practices and provides lifecycle management recommendations on policies, procedures and systems.
• Liaises and collaborates with Records & Information Management Specialists on the establishment of retention schedules.
• Researches statutes and regulations to determine legal obligations for retention and accessibility of records.
• Appraises, categorizes and classifies records to support development of retention schedules and general subject indexes.
• Identifies, prepares and maintains an inventory of physical and automated records and recommends the creation, amalgamation, and retention of records in physical storage and electronic databases and systems, within the guidelines of established policies and procedures.
• Appointed Deputy Divisional Registrar under the Vital Statistics Act for the purposes of issuing burial permits to funeral service providers and reconciling original death registration documents.
• Supports the registration of Deaths and prepares and maintains Marriage License and Death Registries, required under the Vital Statistics Act.
• Prepares death registration billing to funeral service providers and reconciles the inventory of Marriage Licenses against marriage license sales.
• Maintains the integrity of the office by exercising discretion, accountability and due diligence in managing and protecting confidential and personal information.
• Preserves the integrity and historical value of the organization’s archival records.
• Investigates, indexes and maintains an expert awareness of current municipal issues, current and past Council decisions, by‑laws adopted by Council, Corporate policies and procedures, Provincial Acts & Regulations and information relating to the responsibilities of and services provided by municipal government.
• Maintains, researches, retrieves and provides information to members of Council,…