Electronic Document Management Manager

Surrey Police Service; Surrey; On-site; CAD 104,807 - 123,302; Full time

Benefits offered by this job

Comprehensive benefits package

Defined benefit pension

Ongoing professional development

Discounted access to City of Surrey recreation facilities

Job summary

A municipal law enforcement agency in the Metro Vancouver area is seeking an Electronic Document Management Manager. This role involves overseeing the operations of the Electronic Document Management Unit, ensuring compliance with policies and standards, and managing personnel. Candidates should have substantial experience in electronic records management, leadership capabilities, and a relevant educational background. The position offers competitive compensation and comprehensive benefits.

Qualifications

• Five years of leadership experience in justice system/services administration.
• Requires police security clearance and polygraph examination.
• Experience managing electronic records and information systems.

Responsibilities

• Oversee daily operations of the Electronic Document Management Unit.
• Coordinate strategies for efficient file management services.
• Manage SharePoint security and access controls.

Skills

Strategic leadership

Detail-oriented communication

Problem-solving skills

Experience with SharePoint

Records retention knowledge

Education

Diploma in a related discipline

Progressive certifications in Records and Information Management

Tools

SharePoint

Electronic Document Records Management System (EDRMS)

Job description

Overview

Surrey Police Service (SPS) has an exciting opportunity for an Electronic Document Management (EDMU) Manager to join our Information Management and Technology Division, within the Corporate Services Bureau. Reporting to the Manager, Information and Evidence Management, the EDMU Manager oversees the daily administrative needs of SPS’s Electronic Document Management Unit and supervises staff. The incumbent analyzes compliance of administrative work with policy and business rules governing information storage and monitors the quality of the work performed. The incumbent is also responsible to ensure SPS policies and procedures are up-to-date and compliant with Provincial Policing and Information Management laws and standards.

Note: The original content described SPS as a growing agency with a focus on inclusion, employee wellness and career development.

Responsibilities

• Oversee administrative information management including storage, retention, disposition, metadata application and auditing.
• Coordinate, develop, implement, and assist with strategies to ensure efficient and effective delivery of file management services.
• Direct overall day-to-day operations of Electronic Document Management Unit.
• Monitor, audit and ensure integrity of information architecture.
• Manage and review any future change requests to ensure alignment with organizational standards.
• Oversee and implement changes to the SPS file plan ensuring it remains current and compliant with organizational policies and legal requirements.
• Collaborate with department heads for EDRMS implementation to ensure alignment with departmental needs and objectives.
• Manage SharePoint security and access controls, oversee security protocols and manage access to the SharePoint Information Architecture ensuring that all permissions are appropriately assigned and regularly reviewed for compliance.
• Identify and assess EDMU unit resource allocation, budgetary requirements, and forecast future resourcing needs to ensure the unit is equipped to handle evolving demands.
• Disseminate governance decisions to business units and communicate impacts or required actions from the SharePoint Governance Team.
• Track and report key performance indicators (KPIs) related to classification accuracy rates, identify areas for improvement, and ensure compliance with established standards.
• Confirm retention and initiate disposition, seek confirmation from Business Units regarding files that have met their retention period and coordinate the purging process in accordance with organizational policies.
• Prepare and submit status reports to Manager Information and Evidence Management, and regularly update the Director of Information Management and Information Technology (IMIT) with progress and issues.
• Serve as the primary contact for EDRMS vendor management, overseeing system upgrades, ensuring contractual obligations are met, and coordinating with vendors to address system-related concerns.
• Maintain active membership in the SharePoint Governance Committee and contribute to governance policy development and enforcement.
• Complete periodic gap analysis of EDMU and research recommendations on Records Management policies as applicable.
• Create and implement business rules for internal employees consulting with cross-departmental managers, influencing external agency processes while coordinating activities.
• Assist in managing and preparing the annual operating budget.

Knowledge, Skills and Abilities

• Excellent strategic, detail-oriented leadership, communication, and problem-solving skills.
• Experience managing electronic records and information systems.
• Competence with tools like SharePoint and EDRMS.
• Understanding of records retention, privacy rules, and maintaining secure, up-to-date systems.
• Ability to plan resources and budgets, track performance, and work with vendors to ensure efficient systems operations.
• Strong team player who can explain policies, share updates, and support others in following best practices.

Qualifications

• Diploma in a related discipline with progressive certifications or training in Records and Information Management (RIM), legal developments, and team leadership skills.
• Five years of experience in a related environment such as justice system/services administration, public sector and/or multi-union environment including leadership experience.
• Applicants must obtain and maintain the required police security clearance throughout employment with SPS, including a mandatory polygraph examination.

Benefits & Compensation

Surrey Police Service offers a comprehensive benefits package, including extended health and dental coverage, a defined benefit pension through the Municipal Pension Plan, vacation entitlements, and ongoing professional development. Other benefits include short-term and long-term disability coverage, travel and life insurance, discounted access to City of Surrey recreation facilities, and a dedicated Employee Services team providing personal and family support. Note: Benefits apply to eligible full-time positions within SPS.

• This is an Exempt position
• The salary range is $104,807 - $123,302 (pay grade M2) based on 2024 rates.

Applications must be submitted through our online Careers page. This posting will remain open until 11:55pm on October 24, 2025; however, applications will be reviewed on an ongoing basis. We encourage interested candidates to apply as soon as possible, as the posting may close earlier if a suitable candidate is selected.

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Thank you for your interest in working with SPS. We pride ourselves on hiring members that model the mission, vision, and values of SPS through integrity and sustaining a visible, credible, inclusive, and respected profile.