Information Management Specialist

GovTech Talent Solutions Inc.; Toronto; On-site; CAD 90,000 - 130,000; Full time

Job summary

GovTech Talent Solutions Inc. is seeking an Information Management Specialist to support the Ministry of Citizenship and Multiculturalism’s modernization program in Toronto.

The role focuses on information governance, records management, metadata, and classification to enable secure data handling. You will collaborate with business analysts, data architects, and project teams to implement standards and training, ensuring compliance with FIPPA, AODA, and OPS guidelines throughout the project

Qualifications

• Must be able to work 5 days onsite per week in Toronto.
• Experience assessing information management needs across domains.
• Experience developing business cases for information management.
• Experience leading information management initiatives.
• Experience creating metadata schemas and classification schemes.
• Familiarity with FIPPA, accessibility (AODA) and OPS standards.
• Experience digitizing, migrating and modernizing legacy records.

Responsibilities

• Provide expert knowledge of information management practices.
• Develop document management protocols and naming conventions.
• Coordinate information management initiatives with cross-functional teams.
• Support training and awareness of information management concepts.

Skills

Information governance

Records management

Metadata management

Taxonomy development

Privacy compliance (FIPPA)

Information lifecycle management

Business analysis

Stakeholder facilitation

Document management protocols

Classification schemes

Tools

ECM systems

Document management software

Job description

Project Overview

The Ministry of Citizenship and Multiculturalism (MCM) is undertaking a digital modernization initiative to replace and enhance existing archaeology and heritage program capabilities with a modern, secure, scalable, and user-centred platform aligned to standards and enterprise technology directions. The initiative will modernize digital services, data management, and business processes to improve service delivery, information access, and decision-making across Ontario's heritage and archaeology programs.

Key Responsibilities

• Provide expert knowledge of information management best practices, approaches and trends as it relates to structured and unstructured information in support of Ministry and Cluster clients.
• Thorough knowledge of the information lifecycle to provide practical information analysis, expertise and advice.

Qualifications & Requirements

REQUIRED:

• Must be able to work 5 days onsite per week in Toronto
• Experience in assessing and conducting business analyses to establish information management needs pertaining to different domains of information management (i.e., recordkeeping, access and privacy, etc.)
• Experience in developing business cases pertaining to information management
• Experience in leading and/or coordinating information management-related initiatives
• Experience in providing advice, guidance and support for information management-related initiatives
• Experience in developing document management protocols, guidelines and best practices (e.g. business rules, naming conventions, version control, document labelling, etc.)
• Experience in developing business and records classification schemes using functional classification
• Experience in assessing metadata requirements and developing metadata schema, standards, and management protocols
• Experience in assessing training and awareness needs, developing curricula and communications plans, and delivering training pertaining to information management awareness, concepts and principles to diverse audiences
• Experience in providing routine advice and guidance on information management concepts and principles
• Experience in identifying Information Security and Privacy Classification requirements and their implementation in unstructured data applications
• Experience in collaborating with business analysts, business architects, business intelligence specialists, data architects, data conversion specialists, database administrators, information architects, project managers, training specialists, web specialists and any other individuals as required
• Experience in relationship management between ministry clients and the OPS I&IT organization
• Experience in supporting business and information architecture in defining information management needs and priorities
• Experience in participating in information management-related committees, working groups, etc.
• Experience in developing and tracking information management performance measures
• Experience in research and analysis skills as they pertain to information management-related environmental/jurisdictional scans, business and information architecture, legislation and policy documentation, business process mapping, maturity assessments, etc.
• Experience in planning and implementation of information management strategic goals and priorities
• Experience in able to lead or support the development of a privacy impact assessment (PIA)
• Knowledge of and experience in applying recognized national and international standards in recordkeeping and information management
• Knowledge of methodologies, standards and principles of function-based classification of information
• Knowledge of controlled vocabularies including taxonomies and thesauri
• A team player with a track record for meeting deadlines
• Demonstrates knowledge of information architecture, metadata management, taxonomy development, classification structures, and content management practices
• Demonstrates experience supporting digitization, migration, and modernization of legacy records, documents, and repositories

NICE TO HAVE:

• Experience in developing business and records classification schemes using functional classification
• Knowledge of Enterprise Content Management/Records and Document Management solutions

EVALUATION CRITERIA:

Information Management Expertise - 40%

• Demonstrates knowledge of information management, information governance, records management, records retention, disposition, and information lifecycle management.
• Demonstrates knowledge of information architecture, metadata management, taxonomy development, classification structures, and content management practices.
• Demonstrates knowledge of information management best practices, standards, methodologies, and emerging trends related to structured and unstructured information.
• Demonstrates experience supporting information management modernization, digitization, and records conversion initiatives.
• Demonstrates experience conducting information inventories, records assessments, information classification, and data quality improvement activities.
• Demonstrates knowledge of information governance requirements, privacy legislation (FIPPA), accessibility requirements (AODA), and applicable OPS standards.

Technical and Analytical Skills - 30%

• Demonstrates experience analyzing business requirements and translating them into information management solutions.
• Demonstrates experience developing information management frameworks, metadata models, classification schemes, retention schedules, and governance processes.
• Demonstrates experience supporting digitization, migration, and modernization of legacy records, documents, and repositories.
• Demonstrates ability to assess information management risks, identify gaps, and recommend improvements.
• Demonstrates experience working with document management, records management, case management, enterprise content management, or related information management solutions.

Communication and Stakeholder Management Skills - 25%

• Demonstrates strong verbal and written communication skills.
• Demonstrates experience facilitating workshops, interviews, and discussions with business stakeholders and Subject Matter Experts (SMEs).
• Demonstrates ability to prepare information management strategies, reports, recommendations, guidance materials, and business documentation.
• Demonstrates ability to communicate information management concepts to technical and non-technical audiences.
• Demonstrates ability to collaborate effectively with project teams, business stakeholders, records management specialists, business analysts, and technical resources.

Public Sector Experience - 5%

• Demonstrates experience working within public-sector information management and governance environments.
• Demonstrates knowledge of OPS policies, privacy requirements, accessibility requirements, records management standards, and information governance practices.
• Demonstrates experience supporting information management, digitization, modernization, records management, or digital transformation initiatives in government or broader public-sector organizations.

Key Skills & Competencies

Information Management, Information Governance, Records Management, Records Retention, Disposition, Information Lifecycle Management, Information Architecture, Metadata Management, Taxonomy Development, Classification Structures, Content Management, Digitization, Migration, Records Conversion, Information Classification, Data Quality, FIPPA, AODA, OPS Standards, Business Analysis, Functional Classification, Metadata Schema, Document Management, Enterprise Content Management, Case Management, Information Security, Privacy Impact Assessment, Controlled Vocabularies, Taxonomies, Thesauri, Business Process Mapping, Maturity Assessments