Information Management Coordinator

2 months ago

Red Deer, Canada Red Deer Polytechnic Full time

Position Information

**Position Title**
- Information Management Coordinator**Position Summary**
- The Information Management Coordinator provides frontline information support services to RDP employees. Through face-to-face contact and over electronic means, the Coordinator provides day to day operational support as well as education, guidance, and advice on information management (IM) best practices.
- The Coordinator also carries out behind the scenes tasks to ensure an effective information management operation. They process physical and electronic records due for disposition, reducing the physical footprint of information at RDP. They discover information management compliance issues and risks and move to address these.
- The Coordinator will develop and propose Records policies for both paper based and electronic records to support records best practices at RDP.
- The Coordinator will also participate and provide guidance to the RDP data governance program, ensuring alignment with information management standards.**Position Responsibilities**

**Information Management Client Support, Education and Advice**
- Provides frontline information management support for all RDP employees in order to ensure the users are able to work efficiently and effectively in their information systems.
- Responds to requests to locate, retrieve, transfer or share information.
- Assists Risk, Privacy, and Legal Services to search for and retrieve information to answer external requests, in order to meet RDP’s legal obligations. Also assists in the case of legal action, by putting files on legal hold to prevent alteration or destruction of the information in question.
- Creates, maintains, and delivers, a training program for staff whose roles require them to be aware of RDP policies and procedures related to information management.
- Ensures that RDP employees understand their individual responsibilities and adopt information management best practices (including information security) through several means, to improve information management compliance.
- Contacts, and meets one-on-one when required, with new employees to provide them with, and review together, information management user documentation and policies.
- Recommends options and alternatives to improve employees’ information management practices and the business processes they use.
- Makes themselves available to employees who require information management assistance.
- Discusses with users any new information management requirements or situations that need to be addressed. Using existing systems and software, suggests possible solutions. Recommends options and alternatives for improving operations and processes.

**Maintains and Applies the Information Lifecycle**
**Electronic Information**
Managing the lifecycle of electronic information involves creating, storing, maintaining, and ultimately disposing of or archiving data in a secure, compliant, and efficient manner. This ensures information is properly classified, accessible when needed, and safely deleted or preserved according to organizational policies and legal requirements.- Ensure information is created in standardized formats with appropriate metadata applied. - Store information in secure, RDP-approved systems with defined access controls.
- Classify all electronic information based on its security ratings and retention rules.
- Ensure stored information is searchable and easily retrievable through proper classification and indexing.
- Monitor data usage to ensure consistency and compliance with policies.
- Develop and execute electronic disposal procedures in accordance with legislation, regulations, and best practices.
- Reviews information in the information management systems that is ready for disposition to ensure that disposition should go ahead as planned.

**Physical Information**
Where physical information still exists at RDP, manages all aspects of the physical records management lifecycle, in accordance with established procedures and generally accepted recordkeeping principles, in order to ensure the integrity, security, compliance and value of the information. More specifically, this consists of the following tasks:
- Manages access to the files, based on the classification of the information and the access approval of the employee. Tracks and monitors all files in circulation.
- Rotates files between states (active, disposed/archived).
- Coordinates file transfer within and between RDP offices and RDP file storage facilities. - Identifies information ready for archive or disposal, based on the file plan and prepares information by going through the file, selecting items to be kept, putting the rest aside for disposition and confirming disposition with the business owner if appropriate.
- Assess, plan, and execute approved digitization projects to ensure scanned records are accurate and reliable.
- Performs file conversion and catalogues information into information management system

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