Information Management Coordinator

The Role

Administers/coordinates all phases of the corporate information management program, including maintaining the classification system, records retention and disposal schedule, and records management database/systems to ensure compliance with the records retention by-law, and related legislation, and standards. Provides analysis and advice on the management, selection, use, access, disposition, and privacy requirements of corporate information assets.
 

Duties/Responsibilities

• Provides expertise, support, guidance, and training to all levels of staff on information management practices, processes, and requirements for effective storage and retrieval of information assets, and compliance with the records retention by-law, related legislation, and standards. 
• Monitors and analyzes the life-cycle status of corporate information assets. Prepares and maintains schedules based on retention periods and initiates processes (transfer, disposal, and accession).  Reviews requests for new classification codes and creates/modifies codes as needed to support new programs or processes.
• Reviews/audits documentation completed by clients to confirm records are accurately described, classified, and prepared for transfer and disposition. 
• Plans and coordinates records transfers into/out of offsite storage, including accession, and secure disposition. Prioritizes and organizes requests for cost effectiveness. Liaises with vendor and staff to coordinate services and timelines, discuss service concerns or activity changes, and confirm appropriate access rights. 
• Liaises with the Archivist regarding transfer of records of potential enduring value to corporate archives.
• Administers the corporate records inventory database, ensuring physical and electronic records are accurately described and accounted for. Identifies discrepancies between vendor logs and records documentation and follows up with vendor for reconciliation. 
• Assists to administer contracts for records storage and shredding services. Reconciles services before payment. Makes recommendations for changes in services. Obtains price quotes for projects or expanded services. Identifies efficiencies for cost savings. Plans and coordinates confidential shredding services.
• Works with ITS staff regarding database design/enhancements, maintenance, and report design. Identifies and rectifies issues with database inventory.
• Develops and maintains information management training materials for all Regional staff, including procedures, presentations, process flows, manuals, job aids, and provides on-going cross-departmental support.
• Participates in meetings and related cross-departmental and corporate projects and initiatives.
• Promotes awareness of the value of information assets as a corporate asset. 
• Monitors and researches legislative changes and case law impacting records retention and disposition. 
• Assists in the planning, development, and implementation of new/revised information management projects, processes, and procedures. Assists in the design of project charters, project scope, business requirements, and timelines.
• Works with staff to plan and assist in the coordination of activities for conversion or migration to new systems and for large-scale transfer to off-site storage. 
• Monitors and tracks program data. Monitors, analyzes, and reports data analytics for physical and electronic corporate information assets. Maintains lists of active and semi-active records.
• Maintains program supplies.
• Provides administrative support, research, and assistance to the Information & Privacy Analyst regarding freedom of information and personal privacy requests, as assigned. 
• Performs related duties as assigned.
   

Knowledge, Skills, and Abilities

• Knowledge of information management principles and best practices, including classification, retention, and all phases in the information lifecycle, normally acquired through a 2-year diploma in a related field (e.g., records/information management, archival studies, library services) plus 3 years of related experience.
• Knowledge and understanding of municipal organizational structures, systems, and core services. Understanding of the contents of various government records, departmental functions, and the work processes they support, to determine appropriate classification and relevant values for retention and disposal.
• Experience working with an Electronic Document Records Management System (EDRMS).
• Knowledge of and ability to comply with policies, procedures, and related by-laws and legislation (e.g., Municipal Freedom of Information and Protection of Privacy Act). 
• Ability to keep knowledge current. 
• Analytical, organizational, and problem solving skills to work independently; coordinate projects and prepare schedules; track and monitor program data/metrics; recommend changes to program practices and procedures; conduct audits and inventories of recorded information; analyze the nature/value of information; and review legislation.
• Ability manage conflicting demands, priorities, and deadlines; and coordinate work with Regional staff and vendors.  
• Ability to provide, obtain, and exchange information with Regional staff (using tact and courtesy), to support understanding of their information management responsibilities.
• Human relations and communication skills to provide expertise, guidance, and support all levels of Regional staff; respond to requests and promote program standards and requirements; conduct training and presentations; participate in corporate projects and initiatives; and participate as an effective team member.
• Ability to read and synthesize industry information, publications, and reports. Ability to write reports and prepare classification system, retention, and disposal schedule updates, procedures, and instructions using technical/special terminology.
• Computer skills with ability to use software such as Microsoft Office, program database and document management systems. Understanding of electronic records and knowledge of long-term preservation issues.
• Ability to remain discreet and respectful when working with sensitive or confidential information. 
• Ability to travel within and outside Waterloo Region.
• Ability to support and demonstrate the Region’s values.