Information Management Coordinator

5 months ago

Kitchener, Canada Region of Waterloo Full time

**Job Req ID**:1123**Department**:Information Management and PrivacyInformation Management Coordinator

**Job Number**:1123**Job Type**: Temporary Full-Time
- **Temp Contract Length**: 12 months
- **Location**: 20 Weber St E - 20 Weber
- **Job Category**: Administration
- **Number of Positions**:1
- **Department**: Information Management and Privacy
- **Division**: Community Services
- **Hours of Work**: 35
- **Union**: CUPE 1883
- **Grade**: CUPE 1883 Grade 011
- **Salary Range**: $36.65 to $41.51 per hour**Our Story**:

- Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect and innovation.- This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.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 mana

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