Information & Records Management Specialist

  • Ontario Teachers' Pension Plan
  • Toronto, Canada
  • Oct 23, 2023
Full time Legal

Job Description

The opportunity

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)

Ensure Compliance

  • 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 ( 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.

The privacy of your personal information is important to us. Please visit our Privacy Centre to learn how we handle your personal information.

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