Document and Records Management Specialist, Records, Information and Privacy
Reporting to the director, records, information and privacy, and working closely with the director of IT, the document and records management (DRM) specialist is responsible for providing DRM subject matter expertise and support to the College’s initiative for the identification and implementation of an electronic document and records management system (EDRMS) to more effectively manage the College’s information assets and to achieve overall compliance to regulatory requirements.
This project includes the research and design with respect to the College’s DRM needs and processes, and the development of a communication strategy to promote DRM management awareness and ensure compliance with the rules or policies and procedures that support the ongoing operation, management and evaluation of the EDRMS. Considerable independent judgment or action is exercised in the identification of DRM requirements and solutions within the framework of professional standards and established policies.
DUTIES AND RESPONSIBILITIES
Duties include but are not limited to the following:
- identify and document federal and provincial acts and regulations and commonly accepted national or international standards (ISO) relating to information capture, creation, retention and disposition
- review, update, implement and ensure the compliance of the College’s functional taxonomy and records retention and disposition schedule (RRDS) or file plan
- gather and research DRM requirements for the College’s EDRMS, including the analysis of the College’s existing DRM systems and practices, identification of gaps and deficiencies, priorities and high-risk or future needs
- coordinate electronic files and/or document transition cleanup in consultation with business programs or departments
- participate in the development of strategies in the implementation of an EDRM system with the DRM project team
- identify emerging technologies and trends to manage information assets and contribute in the delivery of a compliant record management system
- review, develop, document, revise, and implement standards and procedures related to information management
- develop and maintain procedural manuals and system documentation, and implement new or revised methods to improve efficiencies
- promote established corporate records and information management systems and procedures and provides specialist advice, support, and training to management and staff on document and records management related matters with respect to the EDRMS
- complete work for identification, verification and acceptance of DRM requirements for the EDRMS
- establish and maintain effective working relationships with both internal and external contacts; interpret and communicate complex information to a broad range of stakeholders to ensure compliance and promote efficiencies
- collaborate with chief legal counsel and director of records, information and privacy to implement legal hold process and resumption of records destruction
- performs such other duties as required by the director, records, information and privacy
SKILLS AND QUALIFICATIONS
Required skills and qualifications include:
- Master of Archival Studies or a Master of Library Science or a Master of Library and Information Studies degree or equivalent combination of education and experience
- five years of related experience in records management, preferably in a government/regulatory environment
- high degree of computer literacy and a demonstrated aptitude for working with a variety of different software packages and systems, particularly EDRMS and Microsoft Office applications
- experience in the design and application of functional taxonomy and classification, life cycle management, and retention and disposition of records
- considerable expertise in records and information management theories, principles, practices, legislation, and techniques
- strong organization and problem resolution skills, and ability to achieve results in an environment with changing priorities
- excellent communication and customer service skills and demonstrated experience in the supervising, training and motivation of other staff
- proven analytical skills and demonstrated effective time management and multi-tasking skills
The College of Physicians and Surgeons of British Columbia has been recognized as one of BC’s top employers since 2011 and one of Canada’s top 100 employers since 2014. Our goal is to attract, develop and retain highly-talented employees. We offer an excellent working environment, opportunities for personal and professional growth, and a comprehensive benefits package.
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How To Apply
All applications for this position must be submitted online via this page
Please read through all of the questions; you may wish to prepare your responses in a Word document before you start filling out the fields below.
To begin the application process, complete the questions below. You will have the opportunity to attach your resume and other documents on the next page. Note: You must submit your resume online. Ensure you have your resume ready to attach.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.