Manager, Records and Privacy

YORK CATHOLIC DISTRICT SCHOOL BOARD

Manager, Records and Privacy

Exempt 7A - $111,439 to 131,470

**Position Summary**:
The Records Management Specialist is responsible to lead the development, implementation and maintenance of policies, processes and tools related to records information management, including monitoring activities to ensure compliance with relevant legislation and Ministry directives and mitigating related organizational and reputational risks.

**MAJOR DUTIES/ RESPONSIBILITIES**:
Be an integral member of the Information Management team working together with the Chief Information Officer and the Assistant Manager, Employee Experience and Privacy to create, implement and maintain the YCDSB's Records Information Management (RIM) program

As part of the Information Management team, the RIM Specialist is responsible for:
reviewing the records, systems and workflows in each central and local YCDSB department/school to determine the current state of records management throughout the system;
developing a corporate RIM program that exemplifies best practices, government directives, and existing and future RIM software;
developing organizational policies, processes, and tools to support the transition to and compliance with the RIM program;
supporting the development of departmental processes and procedures based on the RIM program

working closely with Senior team managers and superintendents to integrate RIM policies into new and existing systems, processes, and workflows; and,

Responsible for creating and maintaining the enterprise-wide records retention schedule, including establishing record classification, security levels and disposition criteria.

Responsible for monitoring compliance with the RIM program and organizational RIM policies and departmental processes and procedures.

Manage the Privacy and Information Management initiatives at the Board ensuring fulfillment of obligations and responsibilities under the Freedom of Information & Protection of Privacy Act.

Oversee all privacy complaints, privacy breaches and Freedom of Information requests as well as provide advice, directives and best practices regarding privacy compliance requirements to all Board stakeholders.

Provide consultation and advice to school administration and Superintendents when interpreting legal documents such as custody and access arrangements.

Collaborate with counterparts in the Ministry of Education and other Provincial organizations (IPC, Public and Business Service Delivery, etc.) and other School Boards on RIM legislation, policy & directives.

Stay abreast of and leverage new trends, legislation, and innovations in the field of records and information management to evaluate and recommend improvements to exist processes, policies, procedures, and tools.

Engage with staff across the organization to promote awareness and understanding of the RIM program and develop and deliver RIM training to all employees.

**Qualifications and Experience**:
Completion of a post-secondary degree in Records Information Management, Archival Studies, or Library Sciences;
Combination of education, training, and experience in Records and Information Management in a large organization or Public Sector entity;
Certified Records Manager (CRM) and/or Certified Records Analyst (CRA)

Minimum five (5) years of direct experience in records/document management, information management processes and electronic record and/or document management systems;
Experience must be in a large multinational organization (greater than 1,000 employees) or Public Sector entity (local municipality, school Board, federal government, etc.);
Experience making recommendations to Senior level executives (Director, etc.);
Experience creating and/or implementing a Records and Information Management (RIM) Program in a complex organization;
Previous supervisory experience is considered an asset;
Extensive knowledge of records and information management strategies, standards, policies, systems and best practices.

Knowledge of the Ontario Archives and Recordkeeping Act, the Education Act, Municipal Freedom of Information and Protection of Privacy Act, Personal Health and Information Protection Act, and any related regulations, standards and/or provincial directives.

Strong computer skills related to Office Productivity Software (MS Office programs (Word, Outlook, Excel, Teams), or Google Workspace (Docs, Sheets etc)).

Analytical and problem-solving skills to identify issues, anticipate adverse effects, risks, and potential problems and develop solutions.

Excellent oral and written communication skills.

Ability to prepare and present documentation, reports, briefing materials, and training materials

Occasional lifting boxes of moderate weight (up to 50 lbs) is required when handling records.

Occasional travel required to Board site offices including all school sites in York Region.

Commitment to Equity

YCDSB is an equal opportunity employer committed to