Records Management Coordinator

Brunel GmbH; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading company is seeking a Secondary Principal RIM Steward to oversee records management compliance and coordination across various departments. This role involves promoting awareness, managing external storage relationships, and ensuring proper handling of records under legal requirements, making it integral to the organization's governance framework.

Qualifications

• Strong understanding of records management policies and procedures.
• Experience managing compliance and auditing processes.
• Excellent organizational and communication skills.

Responsibilities

• Ensure compliance with global records management policies.
• Manage quality control and indexing of archived documents.
• Coordinate document retention with external sites.

Skills

Compliance Management

Records Management

Collaboration

Education

Bachelor's degree in a related field

Tools

Veeva QualityDocs

SharePoint

Job description

Secondary Principal RIM Steward Duties:

• Promote awareness and ensure compliance with Lilly's Global Records Management policies and procedures.
• Coordinate quarterly records clean-up activities, including logistics, communication, and reporting.
• Collaborate on project-specific archiving across various departments.
• Complete annual self-assessment for compliance and assist in implementing electronic records management processes.
• Liaise with Global RIM staff regarding updates to retention schedules and procedures.
• Ensure proper handling of records under litigation holds in collaboration with legal counsel.
• Assist in audit activities and ensure departmental RIM stewards are trained and assigned.
• Maintain and update the Canada Records Retention SharePoint site or equivalent collaboration space.
• Coordinate with external clinical study sites on document retention and disposition.

Third-Party Storage - Records Archivist Responsibilities:

• Manage Iron Mountain account, ensuring accurate user access and up-to-date information.
• Oversee the indexing and description of archived documents, collaborating with department owners.
• Coordinate the annual destruction process in line with retention schedules.
• Assist in updating and organizing archived box information and compliance documentation.
• Prepare and submit monthly invoice-related files and participate in audits as required.

Administrative Duties:

• Pull reports from internal repositories such as Veeva QualityDocs.
• Respond to Freedom of Information and Access to Information requests.
• Manage external filings related to corporate records and registrations.
• Undertake additional projects or tasks as assigned.