Information & Privacy Analyst

The Role

Administers access and privacy measures related to the information access and privacy program. Coordinates administration of provisions relating to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Leads privacy impact assessments for client groups. Shares responsibility for the corporate electronic document management system, open data catalogue, end-user training, information management tools. 
 

Duties/Responsibilities

• Coordinates the work of Regional staff locating records requested under MFIPPA and client department records management staff regarding information management activities. Comments on the implications of their release. Provides program training and advisory services, including information management systems to Regional staff and/or coordinates support through client department records management staff. Trains and guides contract staff and students.
• Under advisement of the Manager, responds to freedom of information requests. Coordinates the location of records; reviews and documents records; and prepares for disclosure, including identifying and severing information exempted under MFIPPA provisions. Researches Information & Privacy Commissioner (IPC) orders. Calculates fees for provision of records. Reviews requests to correct personal information; recommends acceptance or refusal of the request to the Regional Clerk; and prepares final decision.
• Designs and coordinates inventories and analysis of recorded information flow and holdings of client groups to identify nature, function, and value (e.g., legal, fiscal, administrative, vital, archival); and extent of corporate information created, received, and maintained. Maintains current inventory data. Designs and updates the information classification system and information retention and disposal schedule for corporate information, in collaboration with Regional programs.
• Assists management to negotiate privacy and security provisions in agreements with vendors/other levels of government (Ministries).
• Advises staff regarding implementation of routine disclosure and active dissemination policies and procedures. Reviews documentation relating to same, and recommends changes to ensure compliance.
• Leads privacy impact assessments to identify potential privacy risks of new/redesigned programs, making recommendations to mitigate risks. Analyzes new technologies and recommends changes related to protection of personal information; and works with consultants to design programs related to risk mitigation. Assists to develop and implement privacy breach protocol; and supports client groups with investigations, containment, notification, and remediation of breaches, acting as the intermediary with the IPC. 
• Handles, appraises, and provides access to personal and confidential information (e.g., material from closed Council sessions, employee records, labour relations issues). Contributes to determinations regarding final disposition of records.
• Conducts needs analysis with clients to identify retrieval problems and productivity issues; conducts procedural/workflow analysis and efficiency studies to identify areas for re-engineering information flow and procedures. 

Additional Duties/Responsibilities

• Monitors, tests, troubleshoots, and communicates functional aspects of electronic document management systems (e.g., EDMS, TABFusion RMS), including system upgrades. Identifies deficiencies and recommends solutions to Manager and ITS staff including creating reports (e.g., usage, defects, system metrics) and analyzing data. Assists with new user setups and legacy file conversion for long-term users. 
• Assesses educational and functional end-user support requirements. Assesses technical support needs in collaboration with ITS. Conducts new user and specialized training and provides ongoing user support. Develops and maintains training materials, guides, and other resources. Assists to implement, monitor, and train staff in records management module.
• Facilitates regular uploads of data to the open data catalogue and reporting to IPC.
• In conjunction with archivist and ITS, researches, develops and implements strategies for long-term information preservation, and digital conversion and migration.
• Has a p-card. Participates to evaluate, recommend, and select related software. Calculates information request-related application and processing fees, and processes payments. Monitors to ensure computers and other technical equipment in computer training lab are maintained and in good working order, recommends repairs or replacement, as required. 
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge of research techniques, MFIPPA/PHIPA and related legislation impacting municipal record-keeping and privacy requirements, Provincial policies and Orders, records/information management/project management methodologies, and document management system design, normally acquired through a university degree in information science, archival science or a Public Administration Diploma that includes course work in information access, protection, and privacy, plus progressively responsible related experience.
• Knowledge of and ability to comply with policies, procedures, collective agreements, municipal by-laws, and related legislation (e.g., MFIPPA/PHIPA), including their structure and processes, and the development, amendment and implementation of same and the impact on municipalities. Knowledge of corporate records and client department functions and their related work flows and collaborative processes; and information management best practices.
• Analytical, problem solving, organizational, and continuous improvement skills to assess and research information systems and privacy/disclosures; coordinate the collection of requested information; evaluate software/troubleshoot systems; sever/redact information for release; research and prepare recommendations and reports; and determine compliance with privacy provisions and propose amendments as required.
• Human relations, facilitation, training, and communication skills to develop consultative relationships with Regional staff, and facilitate and influence buy-in to system adoption, implementation, and changes; explain processes and clarify the nature of requests with staff and the public; use tact and diplomacy when collecting records for access requests and privacy issues; conduct presentations and provide training to Regional staff with varying levels of technical skill/understanding; and participate as an effective team member. 
• Ability to write reports, project plans/materials, articles for internal publications, and general correspondence. Develops training materials, Intranet publications, and procedures/instructions/ directives. Ability to read/synthesize information to keep knowledge current; and share information with staff.  
• Computer skills using software such as Microsoft Office, electronic document management and records management systems. Knowledge of document management system integration with other applications.
• Ability to work occasional irregular hours to test server/system upgrades and provide training. 
• Ability to travel within and outside Waterloo Region.
• Ability to support and demonstrate the Region’s values.