Records Retention Coordinator

3 weeks ago

Aurora, Canada York Regional Police Full time

**Date**:Jun 11, 2024

**Location**: CA, L4G 0S7

**Company**:York Regional Police

**REFERENCE**:#24-633E
**POSITION TITLE**:Records Retention Coordinator
**DEPARTMENT**:Information Governance Unit, Infrastructure Services
**SALARY**:$80,139 - $85,528 per annum
**STATUS**:One (1) temporary position for up to twelve (12) months
**LOCATION**:York Regional Police Headquarters
**OPENING DATE**:June 11, 2024
**CLOSING DATE**: June 24, 2024

**POSITION

**RESPONSIBILITIES**:
The duties for this position may involve but are not limited to:

- Provide training to new members and refresher training to existing members on the Records Retention Schedule, SharePoint, harmon.ie and other records systems.
- Coordinates transfer to off -site storage, and retrieval for physical (hard - copy) records, and maintains an accurate charge out system for the same.
- Creates and maintains a rotation schedule for the review and disposition/destruction of physical records and is responsible for ensuring disposition/destruction takes place in accordance with the Retention Bylaw.
- Maintains records of destruction certificates for both electronic and physical records, and ensures the preservation documentation for any archived historical record(s).
- Maintains YRP’s notebook repository that houses all YRP notebooks older than 5 years. Updates Notebook Inventory System to reflect accurate location and supporting records for all notebooks. Receives, tracks and maintains accurate charge out system for notebooks.
- Generates and reports statistical information related to records.
- Participates in the implementation of process improvements, projects, and initiatives related to information governance (e.g. SharePoint, Versadex upgrades, DEMS, Microsoft 365 and Teams).Process monthly CPIC Purge & Validation lists and various Ad Hoc audits.
- Advises and guides Units on the correct entry of records in various records management systems and repositories (e.g. Notebook Inventory System, IG SharePoint, harmon.ie, etc.).
- Works in collaboration with YRP Units, IT, and other team members in building new IG SharePoint sites, and performs validation and testing on these sites before deploying.
- Migrates data and media by following approved procedures that address the elements of data accessibility and authenticity. This includes items such as the digitization of records, the preservation of historical records, or moving items from one repository to another.
- Performs assigned tasks to support the implementation of YRP’s retention schedules and legal hold policy.
- Accesses, compiles, gathers and issues requested records and information.
- Follows up with members to ensure timely return on any records signed out.
- Participates in records audits for both physical and digital records by meeting with users, identifying record repositories, recording data, and makes recommendations for improvements. Will participate in solution implementation relating to these improvements.
- Provides input to improve current records retention and governance practices that include procedures, governance structures, retention schedules and bylaws.
- Updates training materials such as the Course Training Standard, training workbooks, training videos, and quick reference cards.
- Reviews current record-keeping practices for YRP Units. Works with end user(s) to rectify any errors/discrepancies found.
- Collaborates with Information Technology, Corporate Security, and YRP Units to find innovative solutions to improve record-keeping practices. Troubleshoots issues faced by end users in SharePoint and works to determine root cause. Implements solution in collaboration with Information Technology.

**MANDATORY QUALIFICATIONS**:

- Successful completion of a two (2) year college diploma, specializing in Business, Library and Information Techniques or a related field.
- Minimum of three (3) years of previous office experience creating, maintaining and managing file classification systems.

**PREFERRED

**QUALIFICATIONS**:

- Working knowledge of Records Management Systems such as, Laserfiche, SharePoint and Versadex preferred.
- Ability to compile, sort, organize and classify records and records data.
- Excellent cooperation and collaboration skills.
- Working knowledge of basic auditing principles and practices.
- Problem solving abilities in order to properly determine the identification and classification of records and the corresponding retention and disposition/destruction schedule.
- Communication and interpersonal skills to interact with internal members at all ranks, other police services, Region of York, and vendors/suppliers to exchange information and best practices.

**HOW TO APPLY**:

- Only those selected to move forward in the recruitment process will be contacted.

York Regional Police has implemented a Hybrid Remote Work option that is offered to various positions in the organization. Further detail can be discussed during the recruitment process.

York

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