Records & Information Analyst

2 weeks ago

Toronto, Canada City of Toronto Full time

**Job ID**: 44132

**Job Category**:Records & Information Management

**Division & Section**:City Clerk's, City Clerk's Corporate Info Mgmt Svcs

**Work Location**:Metro Hall, 55 John St, Toronto, M5V 3C6

**Job Type & Duration**:Full-Time, Temporary Vacancy (ending Feb 15, 2025)

**Hourly Rate and Wage Grade**:$41.33 - $45.26

**Shift Information**:Monday to Friday, 35 hours per week

**Affiliation**: L79 Full-time

**Number of Positions Open**: 1

**Posting Period**: 05-Feb-2024 to 20-Feb-2024

Reporting to the Senior Project Manager Information Strategy & Implementation in the Corporate Information Management Services, City Clerk's Office, this position analyzes, develops and reviews systems, policies, procedures and practices for creating, storing, and retrieving City records and information to meet evolving service delivery priorities of City divisions and designated local boards.

**Major Responsibilities**:

- Researches and analyzes records and information management (IM) current industry policies, procedures and practices. Prepares reports and makes recommendations to the divisions for their implementation.
- Works collaboratively with City divisions and other stakeholders to understand record keeping issues from specific and general contexts, e.g., the context of a specific line of business(specific) and from a corporate service perspective (general).
- Provides advice to City Divisions and agencies on information management policies, procedures and practices. Identifies gaps in the current divisional record keeping practices and recommends improvements to systems and business processes.
- Conducts Information Management needs analysis through client interviews, observations and questionnaires to create File Plans for paper and digitized/electronic records.
- Provides assistance in locating records for requests under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
- Determines systems requirements for efficient information handling: records creation, classification, filing, retrieval and indexing systems, retention scheduling, and vital records protection.
- Advises and engages in the design, development and auditing of physical and electronic records and information management systems for collecting, processing, storing, retrieving, and protecting records and information for all City Divisions.
- Recommends data structures, including records management forms, to ensure proper analysis, and capture of information assets and holdings.
- Liaises with business unit management and senior Information Management staff on the establishment of retention schedules.
- Categorizes and classifies records and develops retention schedules and classifications to help get the most value from records and information.
- Identifies records for which retention has expired and confirms authorization with divisional management to implement disposition.
- Supports goals and objectives of vital records, archives and forms management programs.
- Develops, organizes and conducts workshops, presentations and Training sessions for City staff.
- Develops and provides training on record keeping principles and practices, including public access and privacy, to City staff.
- Collaborates with divisions to determine records retention periods for incorporation into the City’s Records Retention Schedule.
- Researches federal and provincial statutes and regulations to determine legal requirements for records creation, retention and accessibility.
- Monitors records management practices in the divisions for compliance with established policies and procedures.
- Maintains current knowledge of developments in information management and technology to identify pragmatic approaches, processes, and tools for record keeping.
- Develops policies and procedures on divisional information management systems.
- Identifies and prepares inventories of records and information in all media.
- Actively engages in the development and implementation of new electronic records systems(EDRMS).
- Researches and makes recommendations on technological developments and the selection and acquisition of information retrieval and storage equipment.
- Assists in locating records required for audits, investigations and in support of the information needs of senior divisional management.
- Coordinates Information Management projects in collaboration with corporate clients including preparation of project plans and reports, as appropriate.
- Provides work direction to supporting staff.
- Supports goals and objectives of vital records, archives and forms management programs.
- Develops, organizes and conducts workshops, presentations and Training sessions for City staff.
- Develops and provides training on record keeping principles and practices, including public access and privacy, to City staff.
- Collaborates with divisions to determine records retention periods for incorporation into the City’s Records Retention Schedule.
- Resear

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