Records Analyst

1 week ago

Toronto, Ontario, Canada Ontario Securities Commission Full time

Records Analyst

Human Resources and Corporate Services Branch

Contract, Full-Time (Approx. 14 months contract)

File #23-27


The Ontario Securities Commission (OSC) is the statutory body responsible for regulating Ontario's capital markets in accordance with the mandate established in the provincial Securities Act and the Commodity Futures Act.

The mandate of the OSC is to provide protection to investors from unfair, improper or fraudulent practices, to foster fair, efficient and competitive capital markets and confidence in the capital markets, to foster capital formation, and to contribute to the stability of the financial system and the reduction of systemic risk.

This mandate is performed through policy, operational, adjudication and enforcement work. The OSC also contributes to national and global securities regulation development.

We offer an inclusive, diverse, fair and flexible work environment and take pride in our challenging and rewarding work.


The
Human Resources and Corporate Services Branch is comprised of Human Resources, Administration, Knowledge Services, Records and Information Management, Business Planning and Reporting, and the Business Continuity function.

The mandate of the Branch is to ensure the responsible stewardship of OSC resources, contribute to enterprise-wide workforce productivity, and lead the design and implementation of a positive employee experience.

The Administration department is responsible for the Corporate Expenses budget, Facilities, Safety & Security, Office Services, and the Mailroom.


The
Records and Information Management (RIM) team supports the full spectrum of OSC employees' information management needs, ensuring that the organization can continue to effectively regulate Ontario's capital markets.

Specifically, Records and Information Management staff are responsible for records and information management services, training and support.

The Records and Information Management team works collaboratively with business areas to support information management and to ensure that information governance standards and best practices are being applied consistently across processes to best effect.

Reporting to the Manager, Records and Information Management, the

Records Analyst is responsible for providing centralized records management and information services to internal staff and to the public, ensuring OSC's confidential records and information systems are maintained and client and public requests are effectively managed.

Key Duties and Responsibilities

  • 1. Maintains centralized internal records management and information systems to support OSC business activities and initiatives, accessing and maintaining electronic and manual records management systems and ensuring the integrity and confidentiality of all records and information.
  • Tracks, sorts and reviews daily documents and files received from various branches, assigning appropriate filing identifications, indexes and codes, validating crossreferences and updating systems as required.

2. Retrieves records and information for OSC clients, validating, coding and logging information/records requests, signing files in or out, tracking status, and monitoring applicable charge-outs.

  • Prepares and distributes monthly chargeout reports, ensuring clients receive overdue file notices, following up on outstanding files and updating database systems accordingly.
  • Identifies system discrepancies, conducting periodic system checks and corrections as required.

3. Provides guidance and assistance to OSC clients in the use of in-house public access and database systems, responding to queries and requests for training and ensuring any fees for services are applied.

4. Maintains records and information according to Records Retention Schedules, ensuring schedules are applied and are in compliance with the on-site and off-site requirements for records retention, providing explanations and guidance on schedule process and requirements, collecting files according to established retention policy, removing files from shelves, updating information and ensuring all information is accurately indexed and boxed.

5. Coordinates operational inactive records of the Commission off-site storage, generating and arranging boxed reports for shipment to off-site storage, updating systems with the box and file location, and following up with off-site records centre to ensure information/documents have been received and correctly catalogued.

6.
Manages phone, in-person, and electronic public records requests, determining the appropriateness and scope of request, including:

- ensuring their compliance with the Freedom of Information and Protection of Privacy Act (FOI/PPA) and the Commission's Service Standards Commitment;
- flagging questionable items/requests;
- accessing relevant databases and filing systems;
- liaising with OSC departments as required to retrieve informatio

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