Lead, Records & Information Management Specialist

OMERS; Toronto; Hybrid; CAD 90,000 - 120,000; Full time

Job summary

OMERS is seeking a Lead, Information Management Specialist to join the dynamic Value Management Risk and Governance team. This role will include modernizing information management processes, implementing retention policies in Microsoft 365, and developing relationships to promote best practices. The candidate should have a strong background in information governance, compliance, and project management, with at least 5 years of relevant experience.

Qualifications

• 5+ years experience as an Information Management specialist.
• Experience capturing business requirements and using system mapping tools.
• Familiarity with Microsoft Purview Retention Labels and Policies.

Responsibilities

• Contribute to information management modernization and strategic initiatives.
• Implement retention and disposition capabilities in Microsoft 365.
• Facilitate onboarding of Record Stewards and deliver training.

Skills

Project Management

Compliance

Information Governance

Collaboration

Communication

Education

Degree or diploma in Archives or Information Studies

Certified Records Manager (CRM) or equivalent

Job description

Choose a workplace that empowers your impact.

Join a global workplace where employees thrive. One that embraces diversity of thought, expertise and experience. A place where you can personalize your employee journey to be — and deliver — your best.

We are a purpose-driven, dynamic and sustainable pension plan. An industry leading global investor with teams in Toronto to London, New York, Singapore, Sydney and other major cities across North America and Europe. We embody the values of our 600,000+ members, placing their best interests at the heart of everything we do.

Join us to accelerate your growth & development, prioritize wellness, build connections, and support the communities where we live and work.

Don’t just work anywhere — come build tomorrow together with us.

Know someone at OMERS or Oxford Properties? Great! If you're referred, have them submit your name through Workday first. Then, watch for a unique link in your email to apply.

We are looking for a motivated Lead, Information Management Specialist to join the dynamic Value Management Risk and Governance team within OMERS Data and Technology.

Job Description Summary

Reporting to the Manager, Enterprise Information Management, in this role you will:

• Contribute to the modernization of information management at OMERS by supporting strategic planning, execution, and operational initiatives

• Implement and manage retention and disposition capabilities in Microsoft 365 using Microsoft Purview Retention Labels and Policies, and establish sustainable processes for ongoing disposition reviews across the organization

• Support enterprise-wide initiatives to streamline information management practices, including the migration of content from network drives to modern workplace platforms such as Microsoft SharePoint

• Develop and contribute to the refinement of policies and procedures that enable and support the enterprise-wide information management program

• Facilitate the onboarding of new Record Stewards and cultivate strong relationships with stakeholders to promote and embed information management best practices

• Deliver advisory services, training, and enablement on Information and Records Management to employees across the organization

To be successful in this role, you will develop and nurture strong relationships with key partners (including Technology Teams, Risk, Privacy, Cybersecurity, Internal Audit, Compliance) and OMERS Business Units to enable information management solutions in alignment with applicable laws, regulations, industry standards and best practices which govern the handling of records and data.You will also develop, implement, and maintain key processes and controls for complying with those requirements, such as data retention and disposition processes. In doing so, you will directly strengthen our compliance practices and help optimize the ability of data to support a diverse array of global business functions.

As a member of this team, you will be responsible for:

• Participating in enterprise-wide services to operationalize retention and disposition policies/labels on platforms such as Microsoft 365 Online (Exchange Online, OneDrive, SharePoint & Teams)

• Participate in content clean-up initiatives with various business functions in the organization, providing guidance on content clean-up and migration best practices

• Working with business functions to design and develop file plans (information architectures) that will serve as Official Record Repositories

• Developing official record classification and retention labeling procedure and guidelines for Business Functions across the OMERS organization

• Working with the Information Governance and Technology teams to establish reporting and monitoring capabilities for Microsoft 365 retention

• Working with OMERS Business Functions, Information Governance and Technology Teams to manage disposition trigger events and conduct disposition reviews for electronic records stored in the Microsoft 365 environment

• Participating in the analysis of data and migration activities to clean-up content stored on legacy platforms such as Network Drives

• Creating educational materials and best practices such as SharePoint & Teams Site usage best practices

• Assisting with the establishment and ongoing operational activities related to the Record Stewardship Program to enable management and oversight of our organizational data assets

• Driving a culture of compliance and innovation by delivering records and information management related training, awareness, and enablement programs.

To succeed in this role, you have:

• Degree or diploma in Archives, Information Studies, Library and Information Science, Information Technology Management, Law, Compliance or Policy Management AND/OR relevant professional certification, such as Certified Records Manager (CRM), Certified Records Analyst (CRA), Information Governance Professional (IGP) or Certified Information Professional (CIP).

• 5+ years experience working as an Information Management specialist (or similar) on Enterprise Content Management (ECM) and/or Migration projects.

• Experience to capture business/functional requirements and articulate as process workflows using system mapping tools such as Visio and translate into User Stories.

• Ability to analyze and understand business information and records management requirements to develop business solutions

• Good understanding of records/data retention, disposition, legal holds, archival preservation, content management systems and information governance standards and best practices

• Ability to build relationships and facilitate discussion across a diverse group of stakeholders from different business units

• Demonstrated experience in project and time management

• Polished written communication and dynamic presentation skills targeted at all levels of the organization

• Strong willingness and independent attitude in learning new things

• Experience implementing Microsoft Purview Retention Labels and Policies is an asset

• Experience working in the Finance, Pensions, Investments or Commercial Real Estate sectors is an asset

We believe that time together in the office is important for OMERS and Oxford, the strength of our employees, and the work we do for our pension members. In delivering on our pension promise, keeping us connected to our work and each other,our flexible hybrid work guideline requires teams to come into the office 4 days per week.

As one of Canada’s largest defined benefit pension plans, our people-first culture is at its best when our workforce reflects the communities where we live and work — and the members we proudly serve.

From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience. This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our Purpose@Work committee and employee recognition programs.