Document, Records, and Information Control Manager

3 weeks ago

Toronto, Canada STOITECH Full time

**_Are you a skilled and experienced document controller, confident in your ability to oversee document management and engage with a global team? _**
- Our client, a breakthrough Artificial Intelligence health tech company is looking for someone like you to be their _Document, Records, and Information Control Manager _. Working at the downtown Toronto headquarters, this individual will make a substantial impact on electronic content management across the entire global organization. _

Behind this company is a dedicated team of top physicians, healthcare executives, data scientists, and AI specialists who have been hard at work since 2019. Their mission? To empower everyone, everywhere, with the data-driven insights required to make well-informed healthcare decisions.

**Document Control Manager - Toronto Office**

**Base**:Competitive

**Bonus**:A generous year-end bonus, based on performance

**Benefits**:Full benefits, including medical, dental, and vision insurance

**Position**:Full-Time, Permanent

**Location**:Toronto (In-Office)

**About The Role**

“Document Control Manager” is a key role in managing the development, implementation and maintenance of an information governance program and an enterprise content management system to ensure the protection, security, compliance and sustainability of controlled documents and records. This position will support and integrate privacy and security compliance (e.g., HIPAA, GDPR), including best practices in the development and maintenance of our client's controlled documentation while maintaining information integrity and quality.

A key administrator of information management, this role is responsible for document system set-up, providing day-to-day functional support, training, and managing the development, implementation and maintenance of information policies, procedures and records to ensure accuracy, quality, security and accessibility of information. This function maintains the company’s document control standard and adherence to record retention and disposal requirements, and safeguards.

This role reports directly to the the VP, Global Compliance.

**Responsibilities**

**Document Management System Oversight**
- Manage the document management system across the enterprise. You are responsible to ensure the creation, maintenance, and storage of all controlled documents. Done in collaboration with Compliance, Senior Management, and other stakeholders.
- Review the document management system to ensure compliance with standards and best documentation practices.
- Maintain a centralized repository of all electronic documents including controls/issues numbering, maintaining standard templates for all procedures and the preparation of all draft procedures.
- Maintain all controlled document logs / related forms (e.g., Change Control, Deficiency, Security Incident, etc.).

**Document Standardization and Compliance**
- Ensure all documentation-related processes such as approvals, signatures, notification, and security are maintained.
- Work with Compliance to ensure the development and implementation of records management policies, procedures, and guidelines that reflect industry standards and applicable laws, and adherence to document control standards and information governance requirements.

**Document Review and Update**
- Update controlled documents as required. This includes thorough review of documents for formatting, accuracy, completeness, checking spelling and grammar, reconciling revisions.
- Manage standardized electronic files and archiving; this includes handling expired and outdated documents based on the documentation control standard and business retention rules, and ensuring security access control measures are in place.

**Training Database and Records**
- Maintain training database and training records; responsible for follow-up and training communication.

**Business Requirements Analysis and Process Improvement**
- Work with stakeholders to gather and analyze business requirements and translate them into a solution and/or functional specifications that best use the information content system’s functionality.
- Provide recommendations for improvements to information management processes and technologies based on analysis of information and defines metrics to measure ongoing success.

**Records Management Platform Development**
- Lead the development, design, implementation, and governance of SharePoint as the primary enterprise records management platform.
- Effectively identify and organize records, and implement records management in SharePoint that supports regulatory compliance, legal, and business requirements, demonstrating value to the business.

**Collaboration and Stakeholder Engagement**
- Collaborate with internal and external stakeholders/vendors to resolve issues and ensure optimal operation and effectiveness of the information systems across the enterprise.
- Provide expertise to support all aspects of managing enterp

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