Information Management Specialist

2 weeks ago

Toronto, Canada Legislative Assembly Full time

The IPC is an administrative tribunal responsible for the Freedom of Information and Protection of Privacy Act (FIPPA), the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), the Personal Health Information Protection Act (PHIPA) and the Child, Youth and Family Services Act (CYFSA).

If you have expert level understanding of records management principles, best practices, and legislated requirements, along with a track record of successful IM business process transformations, this career opportunity is for you

**What can I expect to do in this role?**:
**As Information Management Specialist, you will**:

- Provide advice on the implications and implementation of various information technologies to support IM policy implementation, provide input to integrated information management (IM) plans, standards, and procedures, for the IPC.
- Support the IPC in providing controllership of corporate information assets by implementing and evaluating information management services and systems in accordance with applicable legislation, standards and guidelines.
- Design, communicate, document and maintain procedures for the IPC's digital and paper information and business records strategy including Information/Records Management plan and records retention schedules
- Deliver the disposition of paper and digital records in collaboration with the Archives of Ontario and secure destruction service providers.
- Develop training materials and ensure delivery of training on information and records management policies, procedures, and best practices.
- Develop file plans, perform Information Sensitivity Classification, and oversee appropriate controls and access permissions for various categories of organizational records and information holdings.
- Coordinate and/or participates in the planning, development and maintenance of integrated information management services and systems (e.g. IM configuration for Microsoft 365).
- Define and specify information and records management technical and contractual requirements for new business information solutions.
- Develop and monitor key performance indicators and reports to measure organizational compliance with IPC information and records management policy and procedures.
- Coordinate and/or participate in planning, developing and implementing IM compliance, risk and quality reviews, and contributes to recommendations for enforcement and change
- Conducts research, analysis and needs assessment to identify and meet procedural and other IM requirements.

**How do I qualify?**:
**You will qualify for this position by demonstrating**:
**1. Education and Experience**
- You have a Master's degree in records management, information systems/management or an acceptable combination of education and relevant experience.
- You have a minimum of five (5) years prior experience in record keeping, information management lifecycle concepts, business process improvement concepts, and data analysis techniques
- You have expert knowledge of records and information management, including information lifecycle management and governance
- You have demonstrated experience implementing electronic data and records management solutions such as Microsoft 365, OpenText, or similar.

**2. Knowledge Requirements**
- Knowledge of Records and Information Management (RIM) theories, principles, technology, emerging trends, best practices, and legislative requirements such as the Freedom of Information and Protection of Privacy Act (FIPPA)
- Experience developing information classification systems, file directory structures and file plans, and records retention schedules
- Knowledge of privacy impact assessments, to determine need for, and support, assessments
- Knowledge of records, data and information management, storage, security and retrieval to provide advice and training, and ensure compliance
- Practical experience in using Microsoft 365 Purview, OpenText Content Management and/or Microsoft SharePoint Online as a records management tool
- Practical experience in developing an Information Management strategy and operational plan

**3. Skills and Abilities**
- you can identify and analyze client objectives, organizational structure, work processes, and program needs, to ensure appropriate records management solutions are implemented
- you have knowledge of procurement, service agreements development, and vendor management, to support and contribute to procurement for IM solutions
- you have knowledge of risk management, loss prevention, and mitigation techniques for the identification and protection of information
- you can prepare business cases, project proposals, charters, and plans for information management projects and initiatives
- you can ensure project/work outputs adhere to all technical development standards
- you have knowledge of performance measurement and quality assurance techniques to support the effectiveness of IM systems and services, strategies, and projects

**Asse

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