Information & Records Management Specialist
City : Toronto, Canada
Category : Enterprise Operations
Industry : Financial Services
Employer : Ontario Teachers’ Pension Plan - OTPP
The Corporate Records Management Program vision is to be a trusted partner and advisor to help Teachers’ business lines effectively manage risk, regulatory compliance and related standard processes through the effective management, retention, and disposal of enterprise-wide corporate records in accordance with Teachers’ risk tolerance.
The Information & Records Management Specialist will be responsible for overseeing the organization, maintenance, and retrieval of records and information and be the point person on the Corporate Records Management Program. They will develop and implement effective records management systems and procedures to ensure the accurate handling, retention, and disposal of records in accordance with legal and regulatory requirements.
Who you'll work with
The Information & Records Management Specialist will work closely with various departments to promote compliance, streamline processes, and improve information governance practices. To be successful in this role, they will develop and nurture strong relationships with key governance partners (including Technology Teams, Risk, Privacy, Cybersecurity, Internal Audit, Compliance, Legal) and Divisions to identify applicable laws, regulations and industry standards governing the handling of records and data.
What you'll do
Develop and maintain Corporate Records Management Policy and Procedures:
Build and implement comprehensive records management policy and supporting procedures and guidelines as the need arises, considering legal and regulatory requirements, industry standard processes, and organizational needs
Define and update standards for record creation, classification, storage, retention, and disposal
Establish guidelines for strong records management practices, in consideration of information access, confidentiality, privacy, and security
Implement Records Management System:
Identify and deploy appropriate records management systems, technologies, and tools to facilitate efficient records management processes
Research on how automation and AI can be used to enable digital transformation and build a platform for innovation, agility, and application modernization
Collaborate with IT teams, where appropriate, to integrate records management systems with other organizational systems (e.g., document management, enterprise content management)
Monitor, coordinate, and report compliance with records management policy, procedures, and legal/regulatory requirements
Stay up to date with relevant laws and regulations pertaining to records management (e.g., statutory/regulatory retention requirements, data protection, privacy) and proactively address any changes
Coordinate Records Inventory and classification
Understand the function, location and ownership of records/data across the enterprise and updating inventories, metadata repositories and other tools vital to enable an enterprise-wide retention and disposition program.
Conduct records inventory review on a periodic basis to identify and assess the organization's records and information assets
Develop a records classification scheme or taxonomy to ensure consistent and standardized classification of records across the organization
Train employees on accurate record classification and filing techniques
Oversee Record Storage and Retention
Establish and lead records storage facilities, whether physical or electronic, ensuring they meet security, preservation, and accessibility requirements
Determine appropriate record retention schedules based on legal, regulatory, and business requirements
Collaborate with legal counsel to ensure compliance with legal hold requirements for records subject to litigation or investigation
Develop Training and Awareness Programs
Design and deliver records management training programs for employees at all levels to promote understanding of records management principles and practices
Raise awareness of the importance of records management, including the benefits of effective information governance
Perform Audits and Quality Assurance
Conduct regular audits and assessments to evaluate the effectiveness of records management practices and identify areas for improvement
Implement quality assurance measures to ensure the accuracy, integrity, and reliability of records
Provide Records Management Guidance and Support
Develop and foster strong relationships that enable scalable and appropriately governed recording and information management solutions
Offer expertise and guidance to departments and employees on records management-related matters, including record retention, disposition, and information governance
Support departments in developing department-specific records management schedules, procedures and workflows
Apply record hold and discovery processes in response to litigation, claims, audits, investigations, personal information access requests and other legal proceedings
What you'll need
University graduate, preferably with a degree in records management, information science, library science, or a related field
Professional certification in records management (ex. Certified Records Manager, Information Governance Professional) are desirable
5+ years of experience in records management and information governance preferred
In-depth knowledge of records management, principles, practices, standards and relevant legal/regulatory requirements
Solid grasp of records/data retention, disposition, legal holds, archival preservation, content management systems and information governance standards and best practices
Experience using and applying data and information governance controls to electronic systems, such as structured databases, electronic records management systems and content management systems
Familiarity with records management software and technologies and experience in preparing and implementing digitization initiatives and digital records management
Experience automating or enhancing records and data management processes through the use of technology is an asset
Strong analytical and problem -solving skills, with keen attention to detail.
Good communication and interpersonal skills to collaborate with partners at various levels, including polished written communication and dynamic presentation skills
Ability to lead and manage projects, including coordinating multi-functional teams
Knowledge of data protection, privacy and security standard processes
Familiarity with records management software and technologies
Demonstrable experience in records management, information governance or related roles.
Proven self-starter operating with a strong sense of urgency, multi-tasking, organized and meeting competing priorities and multiple deadlines without compromising quality
What we’re offering
Pay-for-performance environment that offers competitive salary and incentive
Numerous opportunities for professional growth and development
Comprehensive employer paid benefits coverage
Retirement income through a defined benefit pension plan
The opportunity to invest back into the fund through our Deferred Incentive Program
A flexible/hybrid work environment combining in office collaboration and remote working
Competitive time off
Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year
Employee discount programs including Edvantage and Perkopolis
Degreed: a digital platform that helps you quickly and easily discover, share, and track various learning resources — from courses to videos to articles and more
At Ontario Teachers', diversity is one of our core strengths. We take pride in ensuring that the people we hire and the culture we create, reflect and embrace diversity of thought, background and experience. Through our Diversity, Equity and Inclusion strategy and our Employee Resource Groups (ERGs), we celebrate diversity and foster inclusion through events for colleagues to connect for professional development, networking & mentoring. We are building an inclusive and equitable workplace where our talent is respected, accepted and empowered to be themselves. To learn more about our commitment to Diversity, Equity and Inclusion, check out Life at Teachers'.
How to apply
Are you ready to pursue new challenges and take your career to the next level? Apply today! You may be invited to complete a pre-recorded digital interview as part of your application.
Accommodations are available upon request (email@example.com) for candidates with a disability taking part in the recruitment process and once hired.
Candidates must be legally entitled to work in the country where this role is located.
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