Enterprise Information Management Services (EIMS) Technician

Position Overview
The EIM Technician is responsible for providing technical support to the Enterprise Information Management Services (EIMS) Section of the Office of the City Clerk in the administration of the Corporation’s information assets. In coordination with the EIM Analyst(s), this role is responsible for the management of inactive City records, including their secure access, retrieval, transfer and return. The EIM Technician uses applicable Information Management software systems and equipment to effectively manage inactive records, while ensuring the security, confidentiality, and integrity of the corporation's information assets. Following established Information Governance protocols, this role also provides guidance and education as required, relating to EIMS practices and established operating procedures.

Please note this position requires the successful candidate to work on-site 5 days a week at the Joint Operations Centre (2800 Rutherford Road).

Responsibilities
Information Management:

1. Organizes, maintains and provides access to City records stored at the Joint Operation Centres' Records Centre and stored off-site with external service provider(s).
2. Responsible for observing and reporting facility and equipment related matters at the Records Centre (i.e., daily oversight and reporting of temperature and humidity, health and safety concerns and equipment maintenance).
3. Uses Versatile Enterprise (or other Records Management software), AMANDA (or other 3rd party business systems) and Iron Mountain Connect to manage all City records (i.e., active, semi-active and inactive).
4. Facilitates records activities with Iron Mountain, including record retrievals, returns, interfiles, develops delivery reports, and runs compliance audits.
5. Monitors and ensures compliance with varying EIM governance protocols, including the Records Retention Schedule of the EIM Policy.
6. Provides EIM guidance and assistance relating to inactive record transfers, retrievals and storage.
7. Provides assistance with staff enquiries related to Versatile use and assists with complex and/or urgent record search requests.
8. Ensures integrity and return of official records by preparing Outstanding Records Notices for distribution to staff and follow up to ensure compliance with return policy.
9. Performs digitization and quality assurance of digital information capture in accordance with industry standards as required.
10. Records monthly KPIs and metrics for all inactive and semi-active records activities.

Record Access and Lifecycle Management:

1. Follows established inactive records standard operating procedures and oversees record transfers from all City Facilities, including: identifying deficiencies prior to pick-up, reviewing metadata, performing quality control, generating reports, entering file level information and updating Record Series based on Records Retention Schedule.
2. Retrieves and/or delivers City records to and from all City Facilities.
3. Utilizes Versatile Enterprise (or other RM software) to effectively store boxes on-site with Space Management (based on retrieval rates and retention), and determine which records should be sent to external service provider(s).
4. Tracks and utilizes Excel spreadsheet/database to record and document record transfer trends and completion of accessioning/transfer activities.
5. Assists with the destruction of obsolete records in accordance with the Records Retention Schedule of the EIM Policy.
6. Identifies opportunities and makes recommendations to enhance the EIM Program and standard operating procedures.

Other Duties:

1. Provides backup coverage to the EIM Clerk as required.
2. Assists with the Municipal elections as directed by the Returning Officer or designate.
3. Ensures the security of the JOC Records Centre and City Vehicle according to established procedures, making sure City records are kept secure and confidential.
4. Distributes new records storage boxes to City staff. Completes Records Storage Box Distribution form to monitor distribution.
5. Responsible for ensuring compliance with the Occupational Health and Safety Act and Regulations and the Corporate Occupational Health and Safety Policy and related procedures.
6. Responsible for ensuring compliance with the Accessibility for Ontarian Disability Act (AODA) and related policy and procedures.
7. Provides assistance to other clerical positions in the Office of the City Clerk, as well as other duties related to this position that may occur in unplanned or emergency situations.

Qualifications and Experience

1. A two (2) year College Diploma in Records & Information Management Field: Records Management, Archives, or Library Science; or suitable equivalent in education and/or experience.
2. A minimum of four (4) years of Records Management experience maintaining a large records system preferably in a Municipal environment; working knowledge of Municipal Freedom of Information & Protection of Privacy Act.
3. Certified to operate an Aerial Work Platform (Scissor-Lift) (or able to become certified/trained).
4. Working at Heights and Ladder Trained (or able to become certified/trained).
5. Possess knowledge and application of records and information management principles, methodologies, and practices at the technician level.
6. A thorough understanding of the business functions and record keeping practices of each City Department to categorize City records according to the City’s Records Retention Schedule.
7. Proficient computer skills with a knowledge of database and M365 (knowledge of AMANDA, Versatile Enterprise and Iron Mountain Connect software is an asset).
8. A thorough working knowledge of Information Management standards and protocols in accordance with industry standards is an asset.
9. Effective communication (oral and written), organization and time management skills in order to prioritize workload.
10. Ability to deal effectively and courteously with the public, City staff and external agencies.
11. Knowledge of, and demonstrated ability in, the City’s core competencies and relevant functional competencies.
12. Ability to lift/remove records storage boxes weighing up to 20 kilograms.
13. Competent worker as defined under the Occupational Health and Safety Act and Regulations. Ability to comply with the Corporate Occupational Health and Safety Policy and related procedures.
14. A valid Ontario Class "G" driver’s license in good standing is required.

Working Conditions

1. Ability to lift/remove records storage boxes weighing up to 20 kg.
2. Ability to use an aerial work platform (scissor-lift) to remove records storage boxes from heights up to five meters when necessary.
3. Work at the Records Centre may result in exposure to heat, dust and/or microbes.
4. Regular travel between JOC and City Hall.