CoreFactor is searching for a Manager of Records Governance for a client in the GTA.
This position is permanent/full-time and will require the successful incumbent to go into the office three (3) times per week on Tuesdays, Wednesdays and Thursdays.
The Manager of Records Governance is responsible for implementing and overseeing a comprehensive Records & Information Management (RIM) program across the organization. This role requires a deep understanding of local, national, and international laws related to records retention. It also involves knowledge of the specific requirements for various types of records, including privacy and sensitive data. The RIM program aims to ensure effective and efficient information management across the organization in accordance with legal, regulatory, and internal business requirements. The role involves collaborating closely with Information Solutions (IS) and various business stakeholders to enable solutions for managing both paper and electronic records.
Key responsibilities include supporting business units in managing their records throughout their lifecycle, ensuring compliance with established policies and procedures, managing legal holds and data collections, maintaining the company archives, and leading various RIM projects to enhance the organization’s overall information governance program.
The Role
- RIM Program & Governance
- Develop and maintain the strategic vision for the RIM Program.
- Maintain and communicate the RIM program’s policies and procedures throughout the organization in various forums, creating a culture of accountability and awareness.
- Annual review to ensure citations and regulations are updated with the Records Retention Schedule.
- Act as an SME for business units by bringing a strong skillset and extensive knowledge of best practices in records and information management processes.
- Conduct regular training and awareness campaigns for staff to ensure understanding and adherence to records management policies and procedures (including onboarding new Records Liaisons).
- Manage legal hold notifications and eDiscovery process with cross-functional stakeholders.
- Work with record liaisons to facilitate and support the tactical aspects of the records management program.
- Liaise with stakeholders to define and implement processes for transferring information assets related to acquisitions, divestitures, and mergers.
- Carry out commissioning and decommissioning of plant operations for paper and electronic records.
- Ensure company records and information are appraised and scheduled for disposal in compliance with the organization’s RIM policy.
- Maintain MLF archives for storage and assess new items to be added.
- Collaborate with IS and business stakeholders to deliver efficient records management solutions, maintain electronic records, and promote information governance.
- Vendor Management
- Liaise with external vendors and potential suppliers to manage storage and other solutions supporting the RIM program.
- Manage and administer the Iron Mountain Program across the enterprise.
- Oversee annual purchase order process, monthly billing and invoice processing.
- Provide annual budget for Outside File Storage spending, conference fees, new projects, and professional memberships.
Requirements
- Post secondary degree in Information Management or related discipline.
- Certification in records management or compliance (e.g., CRM, CIP, IGP)
- 5+ years experience managing a RIM program.
- Excellent organizational and communication skills.
- Ability to manage multiple projects and meet deadlines in a fast-paced environment.
- Strong communication skills with the ability to effectively influence senior leadership teams and engage all members of the organization.
- Proficiency in records management software and enterprise content management (ECM) systems. Experience working with IT systems and records management software.
- Current on legislation (legal and regulatory frameworks related to data privacy and security), and innovations in records and information management to evaluate and recommend improvements to existing processes, policies, procedures, and tools.
- Strong analytical skills with the ability to assess risks and implement effective mitigation strategies.