Records and Information Analyst, Senior, Lead

Position Description

The Land Records & Information Role plays a vital role in managing the intake, organization, and lifecycle of land-related records and documentation for the Land Resources Department. This position supports enterprise‑wide information governance and spatial data strategies that ensure regulatory compliance, enhance operational decision-making, and improve data integrity across departments. This position ensures that both physical and electronic records—such as deeds, easements, permits, and project files—are accurately captured, securely stored, and readily accessible.

The role supports departmental operations by maintaining compliance with internal policies and external regulations, promoting best practices in records management, and delivering responsive service to internal and external stakeholders.

This role evolves from fundamental operational efficiency tasks such as recordkeeping and intake coordination to strategic oversight of data governance, regulatory compliance, and risk mitigation offering opportunities for professional growth and leadership in information management.

• Perform all tasks in support of project intake, documentation, and tracking of land records and project requests ensuring completeness and accuracy throughout the process
• Actively monitor and manage work queues and backlog providing timely updates, accurate tracking, and ensuring visibility of project progress
• Provide technical support for GIS operations, assist with system enhancements, and participate in the integration of spatial and records data
• Assist internal and external stakeholders in identifying and retrieving records, ensuring a high standard of customer service.
• Maintain and update dashboards and generate routine reports to support operational transparency.
• Assign project tracking numbers and update relevant intake and tracking databases.
• Perform spatial data entry and analysis using GIS tools; translation of legal descriptions into geospatial formats. Tag and link GIS data to corresponding records within the document management system.
• Conduct spatial analysis and basic mapping to support land asset identification, easements, rights-of-way and generate simple visual references for internal use
• Collaborate with cross functional teams to ensure the integrity and accurate mapping of land assets and infrastructure.
• Serve as a key contact for recordation activities within relevant jurisdictions.
• Receive, organize, maintain and index new project requests related to land acquisition, easements, and rights-of-way ensuring optimal accessibility.
• Monitor and ensure compliance with internal governance policies and external regulatory requirements and data privacy standards.
• Develop, maintain, and organize digital and physical land records (e.g. deeds, easements, permits).
• Adhere to established guidelines to classify and store records appropriately, using predefined indexing and search criteria to ensure accurate organization and easy retrieval.
• Perform duties in a safe and efficient manner in accordance with company practices and procedures.
• Execute additional responsibilities as assigned.

• In addition to Land Records & Information Analyst duties:
  • Administer the department’s records management program, including the application and oversight of records retention schedules and timely archiving.
  • Ensure compliance with company records retention policies, regulatory and legal requirements, and departmental records governance standard.
  • Support audits and legal discovery by retrieving and preparing relevant documentation.
  • Develop, Generate, and analyze ad hoc query and reoccurring reports to support internal and external stakeholder requests.
  • Prepare presentations and reports highlighting the value and compliance of records management practices, data, and trends.
  • Collaborate with business units to assess and address archiving and records management needs, ensuring efficient search and retrieval capabilities.
  • Develop and maintain records, databases, manuals, and reference materials; support the establishment of standardized workflows and business processes.
  • Coordinate with Business Services/Information Resources to maintain comprehensive land rights and environmental permitting records.
  • Integrate GIS data with land records to enable comprehensive project intake and lifecycle management and tracking.
  • Collaborate with GIS analyst to ensure spatial accuracy of land-related documents.
  • Maintain GIS-linked metadata for land records and ensure consistency across platforms.
  • Conduct complex analysis and validation of land records, including legal descriptions, easements, and boundaries, while supporting data-driven insights related to operational and financial documentation.
  • Coordinate and execute projects involving data migration, system upgrades, and process improvement.
  • Liaise and provide professional services with external partners, including…