Job Specification

Purpose :

To provide guidance and support in the implementation of a range of strategies, methodologies, best practices, conceptual designs, and models in the areas of recordkeeping, information management and privacy to the Central Agencies Cluster and their client Ministries.
To provide advice, support and consultative services to management and staff to ensure high quality e-information/records management and privacy procedures and business practices within the Unit.

Key Responsibilities :

1. Program Support
- Supports the Central Agencies Cluster and their client ministries in their information management and privacy activities including providing: training and advice regarding best practices in recordkeeping and privacy; training and support for electronic records and document management systems and the development of file plans, business rules, and records retention schedules; advice, guidance, and support to program areas on special projects (e.g., compliance, litigation), implementation of file plans, records series and records storage, and retrieval and privacy impact assessments.
- Monitors relevant legislation related to recordkeeping and privacy (e.g., Archives and Recordkeeping Act, 2006, Freedom of Information and Protection of Privacy Act), and interprets the provisions of legislation as well as other requirements, such as the scheduling requirements, that may be issued by the Archivist of Ontario under the authority of legislation into ways that support ministry business processes and practices.
- Develops related recordkeeping and privacy products to meet specific requirements; and, provides ongoing updates to management on the progress of program activities.
- Supports the Unit manager in the achievement of the Unit's goals and objectives by applying technology and efficient business processes to meet current and anticipated customer needs, and allowing for better sharing of information and best practices.
2. Advisory Services
- Acts as the advisor and contact point for planning and reviewing the annual records strategy and implementation of that strategy including reviewing current programs, identifying gaps, advising on resources to support project initiatives, facilitating program effectiveness and service delivery, and researching ministry or agency organization, plans or projects and solutions in relation to records management programs, projects, and issues.
- Provides recordkeeping knowledge with regard to best practices and the OPS Corporate Policy on Recordkeeping, for the resolution of a range of manual and electronic records collection, infrastructure and management problems and issues, and the identification, definition, and development of records requirements associated with a range of recordkeeping systems with support the Ministry business strategy and operations.
- Provides advice and support to management to ensure recordkeeping and privacy requirements and objectives are properly presented, justified, and supported.
- Provides advice and support to senior staff on issues related to recordkeeping and privacy; recommends solutions to real and potential problems; and, explores opportunities for new initiatives.
- Evaluates and provides advice to the Ministry on models, repositories, and records management for the storage of data and other implementation requirements.
- Provides advice and information on proposed changes in recordkeeping procedures; and identifies and apprises Unit Manager of potential problems, issues, conflicts, and potential impacts.
3. Stakeholder Relationships and Committee/Project Work Groups
- Develops and maintains working relationships with members of Archives of Ontario including policy and archival staff, and other key stakeholders to seek advice and to collaborate on a variety of matters including the development and delivery of training, review of records retention schedules, and provision of advice on requirements for data models and databases.
- Represents the Unit on various intra and inter-ministerial committees and task groups to review and assess practices and processes related to recordkeeping.
- Participates in the development and implementation of special projects initiated by the Director or Unit Manager that are consistent with the Unit's priorities.
- Participates in work groups and task teams within the Cluster.

Knowledge / Skill :

Knowledge of and/or skills in:
- Information management, records management and privacy, theories, principles, policies, techniques, processes, technology and practices, international records management standards and concepts including ISO and DOD standards to administer the life cycle management of the ministry's records information assets.
- Archives Act, Freedom of Information and Protection of Privacy Act, and the Management of Recorded Information Directive and policies, to interpret and apply the acts and policies and ensure clients meet their legislative and policy obligations for records management and privacy; and, to provide consultation, advice, training, and support to various stakeholders, management, and staff.
- Information classification systems, file directory structures, and records retention schedules to develop and update records management consistent with the Unit's priorities.
- Client programs, policies, procedures, and requirements to understand and analyze issues, define needs, perform risk assessment, identify information access, security and maintenance requirements of ministry information resources, identify operational, staff, and fiscal requirements, and ensure services and products meet client requirements.
- Project management methodology and skills to participate, coordinate, and advise on recordkeeping and privacy projects/committees/work groups.
- Research, evaluation, and risk management skills to explore e-Information/Records management and privacy best practices and innovations.
- Emerging electronic document management systems to provide advice to clients regarding their use and availability.
- Information technology including systems analysis, architecture, and database development to ensure effective linkages and interaction between records, knowledge and information management products and existing systems.
- Oral and written communication skills to provide advice to senior staff, management, clients, and stakeholders; develop recordkeeping and privacy products; and, prepare reports, presentations, and correspondence.
- Computer proficiency in various office software and tools such as tracking software, SharePoint, and databases to support ongoing responsibilities; and Cluster personal productivity tools to improve quality and efficiency of day-to-day activities, create reports, presentations, etc.

Interpersonal / Influencing Skill :

- Communication, customer service, and presentation skills to provide quality service and meet client needs.
- Interpersonal and consultation skills to develop and maintain effective relationship with client ministry staff.

Analyzing / Problem Solving Skill :

Analytical and problem solving skills to:
- Research, analyze, evaluate, and define client needs, perform risk assessment, identify information access, security and maintenance requirements of ministry information resources, identify operational, staff, and fiscal requirements, and ensure services and products meet client requirement.
- Interpret and apply the various acts, directives, and policies related to records management and privacy to ensure clients meet their legislative and policy obligations for records management and privacy; and, to provide consultation, advice, training, and support to various stakeholders, management, and staff.
- Identify technological opportunities; make recommendations and presentations; develop and implement appropriate consultation strategies; assess options; and, identify and analyze contentious issues regarding the management of recorded information.
- Assess impact and suitability; identify issues, risks, and threats; and, evaluate options or alternatives and recommend changes, advice or best practices on information management issues.
- Research, analyze, and explore e-Information/Records management and privacy best practices and innovations to resolve problems efficiently and effectively.

Decision Making / Responsibility :

Responsible for:
- Coordinating and ensuring effective information management services, including training and the development of and best practices.
- Preparing and presenting reports, recommending priorities, strategies and in anticipating problems, and providing advice and recommendations on application of records management legislations, policy and practices, requirements, issues and impact assessments to senior management.
- Handling confidential and politically sensitive information.
- Providing analysis input to support the development of service level agreements, branch business strategies and priorities.
- Maintaining awareness of the government's direction in the area of recordkeeping, information management and privacy, the Archives' agenda and its impact on the province.
- Identifying technological opportunities; making recommendations and presentations; developing and implementing appropriate consultation strategies; assessing options; and, identifying and analyzing contentious issues regarding the management of recorded information.
Has latitude to: provide advice and support to the implementation of a range of procedures, practices, tools, methodologies, conceptual designs, and models in the areas of recordkeeping and privacy to the Unit's clients and to other OPS organizations through the OPS services catalogue; recommend priorities and strategies to senior management; and, design training to ensure program areas are equipped with the knowledge and skills necessary to manage all forms of information.
Work is performed under the general direction of the manager and within the broad framework of the government's legislative, fiscal, and policy development processes and the government's agenda/priorities for the management of recorded information and privacy in Ontario. Decisions are guided by legislation associated with records management and privacy, RIM directives, MBS Privacy Impact Assessment Guidelines and ministry processes, and related established policies and procedures, corporate directives, and service agreements.

Contacts / Stakeholder :

- Management of the Central Agency Cluster and their client Ministries to provide advice, consultation, and support on recordkeeping and privacy.
- Peers and program staff to provide advice and collect information regarding e-information/records management and privacy matters.
- OPS Committees, project teams, and working groups to participate in the review and assessment of practices and processes related to recordkeeping and in the development and implementation of special projects
- Cluster and ministry clients to define business needs, provide consultative and advisory services relating to e-information/records management plans, issues, risks, and solutions.
- Representatives of other levels of government and service providers and vendors to provide and obtain information related to the recordkeeping and privacy; discuss current policies and standards related to e-records/information management; and, provide direction on projects and obtain understanding of current products and service offerings and prices.

Guidance / Supervision :

- Provides training, advice and guidance to Cluster and ministry clients/stakeholders to ensure compliance and resolve issues.
- Provides guidance in monitoring and auditing ministry practices to evaluate and ensure compliance with recordkeeping, information management and privacy requirements, and standards.

Demands / Pressures :

Work Demands :

- Frequent requirement to balance many competing priorities of various projects, initiatives, events at different stages of completion.
- Frequent requirement to works to tight deadlines.

Mental / Sensory :

- Frequent periods of concentrating when researching/retrieving/analyzing information; developing/delivering training; and, formulating issues solutions.

Conditions / Environment :

- Work is performed in a typical office environment.