Records and Information Management Analyst

Competition 1392

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - Work primarily takes place at North Campus, Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Position 

The Records and Information Management (RIM) Analyst plays an important role in the development, implementation and maintenance of effective and efficient solutions to managing the information assets of the University. Reporting to the Director of the portfolio, the RIM Analyst will engage in the provision and enhancement of University-wide services and support related to records and information management in both paper and electronic formats. 

Working within a team environment and broadly defined objectives, this position contributes to all phases of RIM development, maintenance and enhancement from planning through testing, implementation and client training and is considered a recognized expert and resource for providing RIM solutions within the University and with other stakeholders. 

The ideal candidate is empowered to work within the parameters set by regulatory legislation and University policies.

Duties 

Develop Records and Information Management Products and Tools (50%): 

Assists in the development of University RIM schedules, products and tools, which when implemented, will provide the University with consistent, compliant and understandable direction on the management of information assets. Activities include: 

• developing RIM products and tools, including, but not limited to, foundation documentation, corporate recordkeeping standards, metadata standards, records retention and disposition authorities (schedules), procedures and business rules
• conducting research on industry RIM techniques, trends, and methods and analyzing practicality and effectiveness for possible adaptation within the University 

Records Management Advisory Services (25%)

Provides expert advice and consultation on a wide range of RIM-related matters to support institutional goals and objectives and to ensure RIM principles and practices are appropriately applied to new and emerging situations. Activities include: 

• analyzing the potential impacts of proposed changes to University business functions will have on RIM requirements and developing plans to address the impacts of proposed changes
• monitoring and reporting on established performance targets and tracking the progress of planned deliverables
• liaising and guiding University staff and contractors performing RIM services on behalf of the University
• serving as the primary contact to respond to ad hoc requests for advice and guidance on RIM practices and principles and interpretation of relevant legislation. 

Responsibility Title: Training and Communications (15%): 

Assists with the development and delivery of training and communication packages to create institutional awareness and compliance with regulatory and university policies. Activities include: 

• assessing the institution's training and educational needs
• communicating approved policies, standards and best practices through the delivery of presentations and the development of communication packages
• developing associated instruction tools and training materials
• reviewing, evaluating and where necessary, modifying communication and training packages
• building and managing a website for University RIM information, standards, directory of records and retention schedules
• leading the development and of issuing regular communications such as tip sheets, guideline documents; brochures, newsletter articles, and website additions on RIM-related activities, principles and practices 

Responsibility Title: Emergency Preparedness and Business Continuity (5%):

In conjunction with the University Archives, and in relation to the Records Management Strategy and the University of Alberta's Integrated Emergency Management Program, assists with the development of an emergency/disaster preparedness strategy for the University of Alberta Records Office to minimize risk to the University of Alberta vital business records in the event of an emergency or disaster. Activities include: 

• participating in the design a vital business records emergency preparedness and response planning (including disaster recovery) program in conjunction with the University Archives, the Emergency Preparedness and Business Continuity office and the Office of the Vice Provost - Information Technology
• developing emergency preparedness and response plans as well as a disaster recovery plan for the University of Alberta vital business records
• developing and delivering associated emergency preparedness training programs
• providing advice and guidance on business resumption planning to ensure vital information
• identified and safeguarded to facilitate the continuation of essential University business in emergency situations 

Responsibility Title: Coverage of Intake Specialist (IPO) (5%)

• covering the responsibilities of the Intake Specialist position within the IPO during absences, approved vacations, etc.  

Qualifications

This position will be required to support the development and implementation of records management products and tools using relatively new and challenging methodologies for records in all media. The ideal candidate must possess or be willing to quickly acquire the following knowledge, skills and abilities: 

• College or University graduation in a relevant field or an experience equivalency of 2 to 4 years of experience acquired through progressively responsible roles in diverse records and information management environments.
• Comprehensive and current knowledge of effective and reasonable records management procedures, standards, function-based methodology, classification system design, metadata standards, thesaurus development and use, records retention criteria, records preservation and vital records protection.
• Ability to interpret and extract record-keeping requirements from legislation and other mandatory documentary sources.
• Demonstrated knowledge of the use of RIM-based technology for the management of information content and context in all media and formats.
• Ability to analyze and ascertain technical records management requirements to provide advice regarding the purchase and/or development of sophisticated records management software.
• Familiarity with access to information and protection of privacy legislation and related University policy and procedures.
• Ability to work independently, establish priorities, problem solve and make decisions.
• Excellent communication, organization, facilitation and presentation skills.