Corporate Records and Edms Coordinator

**Job Details**
Permanent Full-Time (CUPE 1329)

**Posting Status**
Open to all current Town of Oakville employees and external applicants

**Closing Date**
Applications for this position must be received at oakville.ca by no later than 11:59 p.m. on **January 11, 2026.**

This job posting is for an existing vacancy and therefore will be filled accordingly.

Reporting directly to the Manager, Records and Information Services, this position is responsible for the development and implementation of an electronic document management solution for the Corporation and will proactively work with various departments to understand their current and future needs. The position is also accountable for administering and/or supporting Oakville’s Electronic Records and Information Management and supporting a culture of managing documents as data to be shared within the Town.

**Responsibilities**:

- Configure Enterprise Content Management within the Microsoft Productivity Suite, create department sites and migrate data from on premise shared drives.
- Provide strategic and legislative advice to Town departments in various areas including the implementation and compliance with provincially mandated access and privacy standards, efficient record keeping and public access to corporate records.
- Protect the privacy, confidentiality and security of personal and proprietary information in accordance with legal requirements and corporate needs.
- Collaborate with ITS and end users to develop, maintain and optimize electronic document management solutions, including implementing an environment of sharing digital documents within, and among departments.
- Develop, maintain and implement policies, procedures and training programs regarding the Electronic Document Management System, corporate records access, protection and management including development of an information governance plan.
- Ensure system maintenance and problem avoidance, technical integrity, administration, maintenance and support of all technical components in the daily operations of the record keeping solution.
- Coordinate data cleanup, review and update records and record metadata, conduct a quality check on records, perform database searches, and ensure database information is complete and properly identified.
- Create forms and workflows to streamline internal processes and procedures for paper and electronic document management.
- Collaborate with external suppliers across various platforms and online systems to optimize electronic file transfers, collaboration, and record storage.
- Conduct training sessions for Town staff regarding EDMS and records management including creating technical and functional/end-user operational documentation for the software or system.
- Improve retention and disposition processes for records, data, and transitory information and develop and support on key metrics and KPIs related to the lifecycle management of records and data.
- Review records retention schedules and recommend changes to the records retention by-law, considering all administrative, legal, tax, government and audit reference and historical requirements.
- Evaluate and provide direction to all departments to ensure programs and technologies meet statutory requirements including the investigation of alternative and/or complementary software platforms required to implement the Enterprise Content Management.
- Provide research and support to requests for information from Council, staff and the public, ensuring the information is available when required, protected from unauthorized access, disclosure, alteration, deterioration and loss.
- Conduct system reviews including privacy impact assessments to adhere to regulatory, industry standards, and corporate policies.
- Investigate and update classification plan, retention schedule, integrated document management policy, alternative scanning procedures and implementation of document relevance checks in accordance with the retention by-law.
- Performs the duties of a Commissioner for taking affidavits.
- Perform other duties of similar complexity as assigned.

**Qualifications**:

- Successful completion of a 3-year College Diploma from a recognized professional organization in Information Governance, Records and Information Management, Library Science, or Information Science or related field with 3 - 5 years of related experience. Other post-secondary education may be considered in combination with extensive related work experience.
- Strong experience with electronic records management, digitization of records, retention schedules, policy, storage and retrieval, best practices for records management systems and related information systems.
- Experience in project management and change management processes.
- Experience in a municipal or government environment.
- Completion of certified records and information management courses (i.e. ARMA American Records Management Association).
- Completion of related Microsoft O