Records & Information Management Specialist

Are you passionate about information governance, records management, and creating sustainable organizational practices? The department of Division Monitoring at Edmonton Catholic Schools is seeking a Records and Information Management Specialist to play a key role in developing, implementing, and continuously improving the Division's records and information management program. This position offers an opportunity to work across the organization, providing expert guidance to departments and schools while leading initiatives that strengthen compliance, improve information accessibility, support digital and physical records management, and enhance organizational effectiveness. The successful candidate will help shape Division-wide practices and contribute to a culture of accountability, transparency, and responsible information stewardship.

RESPONSIBILITIES

Develop and Implement Records Management Policies

• Develop, update, and maintain records and information management procedures, guidelines, standards, and tools aligned with Division operations and applicable records requirements.
• Implement and maintain records retention schedules including guidance for active, semi-active, archival, and final disposition stages of the records lifecycle.
• Review records management practices on an ongoing basis to reflect operational changes, system changes, updated standards and procedures, and business needs.
• Conduct quality assurance reviews and records compliance audits to support consistent application of approved records management practices.
• Prepare practical guidance, templates, checklists, and communication materials to support consistent records management across departments and schools

Coordinate Records and Information Management Services

• Work with departments and schools to assess current records, inventory practices, naming conventions, retention practices, storage methods, and disposition readiness.
• Conduct needs assessments and records inventories to identify gaps, duplication, inefficiencies, unmanaged information and opportunities for improvement.
• Provide advice on the creation, classification, organization, retention, retrieval, storage, transfer, archiving, digitization, and disposition of records in all formats.
• Develop and support information governance strategies that improve information reliability, discoverability, lifecycle management, and business continuity.
• Support system evaluations by identifying records management requirements.
• Develop and deliver professional learning sessions to Division staff on records and information management.

Maintain and Support Digital Records Systems

• Maintain the unit’s SharePoint site with current records management resources, tools, schedules, procedures, and training content.
• Provide records management advice to the Division digital records systems, such as the Student Document Repository (SDR), SharePoint, and other approved systems.
• Develop and maintain classification structures, naming conventions, folder structures, metadata models, workflows and disposition controls for digital records.
• Monitor emerging practices, technologies, and standards in records and information management through professional networks, self-study, and continuous learning.

Support Records Quality Assurance, Training, and Reporting

• Coordinate tracking and reporting activities related to records inventories, retention schedule implementation, disposition approvals, audit findings, corrective actions and training completion.
• Develop dashboards, reports, summaries, and status updates to help leadership and departments understand records management progress, risks, and required actions.
• Support staff in resolving records management issues, including inconsistent filing practices, unmanaged shared drives, duplicate records, outdated repositories, and disposition backlogs.

QUALIFICATIONS

• Diploma in an area related to Information Management, Records Management, Library and Information Technologies, Business, Education, or a related field, and 5 years of directly related experience.
• Certification such as the Certified Information Professional (CIP) from the Association for Intelligent Information Management (AIIM) and/or the Certified Records Management (CRM) from the Association Records Management Administrators (ARMA) and the Information Access and Protection of Privacy (IAPP) is preferred.
• Knowledge of records and information management principles, records lifecycle management, retention scheduling, classification, disposition, archival practices, digitization, metadata, and information governance.
• Knowledge of Alberta school division operations, the Alberta Student Record Regulation, the Alberta Ed