Records & Information Analyst

Job Description
Reporting to the Senior Project Manager Information Strategy & Implementation in the Corporate Information Management Services, City Clerk’s Office, this position analyzes, develops and reviews systems, policies, procedures and practices for creating, storing, and retrieving City records and information to meet evolving service delivery priorities of City divisions and designated local boards.

Major Responsibilities:
Researches and analyzes records and information management (IM) current industry policies, procedures and practices. Prepares reports and makes recommendations to the divisions for their implementation.
Works collaboratively with City divisions and other stakeholders to understand record keeping issues from specific and general contexts, e.g., the context of a specific line of business(specific) and from a corporate service perspective (general).
Provides advice to City Divisions and agencies on information management policies, procedures and practices. Identifies gaps in the current divisional record keeping practices and recommends improvements to systems and business processes.
Conducts Information Management needs analysis through client interviews, observations and questionnaires to create File Plans for paper and digitized/electronic records.
Provides assistance in locating records for requests under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
Determines systems requirements for efficient information handling: records creation, classification, filing, retrieval and indexing systems, retention scheduling, and vital records protection.
Advises and engages in the design, development and auditing of physical and electronic records and information management systems for collecting, processing, storing, retrieving, and protecting records and information for all City Divisions.
Recommends data structures, including records management forms, to ensure proper analysis, and capture of information assets and holdings.
Liaises with business unit management and senior Information Management staff on the establishment of retention schedules.
Categorizes and classifies records and develops retention schedules and classifications to help get the most value from records and information.
Identifies records for which retention has expired and confirms authorization with divisional management to implement disposition.
Supports goals and objectives of vital records, archives and forms management programs.
Develops, organizes and conducts workshops, presentations and Training sessions for City staff.
Develops and provides training on record keeping principles and practices, including public access and privacy, to City staff.
Collaborates with divisions to determine records retention periods for incorporation into the City’s Records Retention Schedule.
Researches federal and provincial statutes and regulations to determine legal requirements for records creation, retention and accessibility.
Monitors records management practices in the divisions for compliance with established policies and procedures.
Maintains current knowledge of developments in information management and technology to identify pragmatic approaches, processes, and tools for record keeping.
Develops policies and procedures on divisional information management systems.
Identifies and prepares inventories of records and information in all media.
Actively engages in the development and implementation of new electronic records systems(EDRMS).
Researches and makes recommendations on technological developments and the selection and acquisition of information retrieval and storage equipment.
Assists in locating records required for audits, investigations and in support of the information needs of senior divisional management.
Coordinates Information Management projects in collaboration with corporate clients including preparation of project plans and reports, as appropriate.
Provides work direction to supporting staff.
Supports goals and objectives of vital records, archives and forms management programs.
Develops, organizes and conducts workshops, presentations and Training sessions for City staff.
Develops and provides training on record keeping principles and practices, including public access and privacy, to City staff.
Collaborates with divisions to determine records retention periods for incorporation into the City’s Records Retention Schedule.
Researches federal and provincial statutes and regulations to determine legal requirements for records creation, retention and accessibility.
Monitors records management practices in the divisions for compliance with established policies and procedures.
Maintains current knowledge of developments in information management and technology to identify pragmatic approaches, processes, and tools for record keeping.
Develops policies and procedures on divisional information management systems.
Identifies and prepares inventories of records and information in all media.
Actively engages in the development and implementation of new electronic records systems(EDRMS).
Researches and makes recommendations on technological developments and the selection and acquisition of information retrieval and storage equipment.
Assists in locating records required for audits, investigations and in support of the information needs of senior divisional management.
Coordinates Information Management projects in collaboration with corporate clients including the preparation of project plans and reports, as appropriate.
Provides work direction to supporting staff.

Key Qualifications:
Your application must describe your qualifications as they relate to:
Post-secondary education in records and information management or an equivalent combination of education and experience.
Extensive experience in the lifecycle management of records and information in all media, for example, preparation of records inventories for electronic and physical records, setting access rights, establishing standard metadata elements for records in all formats, analyzing business processes in collaboration with business units to enable digitization, preparing retention schedules for traditional, (e.g., physical records, and electronic record formats)
Experience leading or coordinating record keeping projects and staff, i.e., has prepared project plans or charters, set clear objectives and deliverables, estimated resources, timelines, and milestones, provided necessary orientation to project staff, prepared procedures for on-going program sustainability, and coordinated resources to successful completion.
Considerable experience working with document/records management technologies, such as LiveLink, Sharepoint, Opentext, Documentum, ProjectWise, Gimmal soft, TRIM, etc.
Experience planning, developing, and delivering training to individuals and groups, i.e., end-users,on records and information management practice.

You must also have:
Knowledge of metadata and data entry standards for active and inactive records.
Proven commitment to delivering superior customer service and ability to provide trouble-shooting support.
Familiarity with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA),City of Toronto Act, Toronto Municipal Code Chapter 217 and Information Management Accountability Policy.
Ability to work as part of a team, while being independently responsible for assignments.
Ability to communicate both orally and in writing with all levels of staff, from front-counter staff to executive management, with tact and diplomacy.
Ability to handle confidential and sensitive information with discretion and tact.
Ability to work effectively in an environment with multiple priorities and pressures with minimum supervision.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City’s Internal Job Posting Portal.

Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.