Senior Records Analyst

2 weeks ago

Sherwood Park, Alberta, Canada Alberta Innovates Full time
About the Role

We are seeking a highly skilled Senior Records Analyst to join our team at Alberta Innovates. As a key member of our Information Management department, you will be responsible for managing both electronic and physical records within our enterprise content management system.

Key Responsibilities
  • Audit and Compliance
    • Conduct regular assessments of our records management processes to ensure compliance with policies and procedures.
    • Complete periodic reviews and audits of information created and stored within our database to ensure user compliance.
    • Prepare documentation to update operating and/or end-user procedures.
    • Maintain and distribute records management procedures and Organizational Records Structure (ORS).
  • Offsite Storage and Disposition of Records
    • Coordinate and process all records transfers to site warehouses, Alberta Records Centre, and Provincial Archives of Alberta.
    • Monitor our records management database for notification to process approved transmittals that have met final disposition for permanent storage or destruction.
    • Update records management database with tracking information for future records retrieval.
    • Maintain and modify transmittals and inventories on all holdings in offsite repositories or for records that have been destroyed.
    • Monitor semi-active records to ensure disposition occurs as scheduled.
  • Records System Administration and Support
    • Demonstrate experience in digital records management, preferably within SharePoint Online or similar enterprise content management systems.
    • Specific experience with records management practices, including classification and retention.
    • Manage records classification and information management, including developing and implementing records classification policies and procedures within SharePoint.
    • Classify records based on sensitivity, confidentiality, and regulatory requirements.
    • Apply metadata and tags to documents and records to facilitate classification and search.
    • Experience with retention and records management, including designing and implementing record retention policies and schedules within SharePoint.
    • Ensure compliance with regulatory requirements and organizational policies for records retention.
    • Manage the lifecycle of digital records, including creation, storage, retrieval, and disposal.
    • Serve as a subject matter expert on digital records management practices, including record classification and retention, FOIP compliance, SharePoint Online capabilities, and Microsoft 365 tools.
    • Provide training and support to end-users on SharePoint Online functionality and best practices for digital records management, including record classification and retention requirements.
    Requirements
    • Diploma or degree in business administration, public administration, records management, or equivalent.
    • 5-7 years progressive records management and records management systems experience.
    • Experience in handling freedom of information requests and/or privacy impact assessments.
    • Working knowledge of Government of Alberta processes.
    Key Skills and Abilities
    • Ability to communicate effectively.
    • Strong attention to detail.
    • Ability to work under pressure and within tight timelines.
    • Ability to handle sensitive information/documents in a confidential manner.
    • Planning and priority management skills.
    • Strong verbal, written, listening, and interpersonal skills.
    • Ability to work in a team environment as well as independently.

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