Team Lead (Digitization)

RMSI; Toronto; On-site; CAD 80,000 - 110,000; Full time

Job summary

RMSI in Toronto, Canada, seeks a Team Lead (Digitization) to provide technical leadership, oversee digitization workflows, and ensure timely processing of assets and historical records. You will liaison between the client and project team, oversee collection planning and quality assurance, and drive continuous process improvement.

The role requires strong records management knowledge, experience with metadata standards, and expertise in document management systems.

Qualifications

• Bachelor's degree in information management or related field.
• 3–5 years in records digitization or related fields.
• Experience leading teams and delivering projects on time.
• Familiarity with ProjectWise or similar ECM platforms.

Responsibilities

• Provide day-to-day technical and operational support to the digitization team.
• Coordinate with clients and stakeholders on data collection initiatives.
• Plan onsite and offshore records collection and inventory tracking.
• Develop and maintain SOPs, metadata standards, processing guidelines.
• Provide technical guidance on records processing and document management.
• Monitor quality control and implement corrective actions.
• Lead onboarding, training, and knowledge sharing.
• Track performance using dashboards and productivity metrics.
• Identify risks and help with project planning and resource allocation.
• Serve as primary liaison between client and project team.

Skills

Records management

Digitization workflows

Metadata standards

Quality assurance

Team leadership

Stakeholder management

Problem solving

Excel reporting

Communication

Documentation

Education

Bachelor’s degree or equivalent in related field

Tools

ProjectWise

Job description

Role: The Team Lead (Digitization) is responsible forproviding technical leadership, operational oversight, and day-to-day supportto the digitization team to ensure the accurate, efficient, and timelyprocessing of assets and historical records. This role serves as the primaryliaison between the client and project team, overseeing collection planning,records digitization workflows, metadata quality, team performance, training,and continuous process improvement.

The position requires a strong understanding of recordsmanagement, digitization best practices, metadata standards, quality assuranceprocesses, and document management systems, along with the ability to mentorteam members and resolve operational and technical challenges.

Primary Responsibilities

• Lead and provide day-to-day technical andoperational support to the digitization team, ensuring productivity,quality, and timely delivery of project objectives.
  
• Coordinate with clients and projectstakeholders on new data collection initiatives, including scopeassessment, resource planning, timelines, and execution roadmaps.
  
• Plan and oversee onsite and offsiterecords collection activities and maintain accurate inventory trackingthroughout the digitization lifecycle.
  
• Develop, maintain, and improve SOPs,metadata standards, processing guidelines, and project documentation.
  
• Provide technical guidance on recordsprocessing, metadata capture, document indexing, file classification, anddocument management systems.
  
• Coordinate metadata tracking, datavalidation, and reporting to ensure accuracy, completeness, and compliancewith project requirements.
  
• Establish and monitor quality control (QC)processes, conduct audits, investigate issues, and implement correctiveactions to maintain high-quality deliverables.
  
• Lead onboarding, training, andknowledge-sharing activities while promoting continuous improvement andbest practices across the team.
  
• Monitor team performance, workloads,resource utilization, and project progress through dashboards, statusreports, and productivity metrics.
  
• Identify risks, bottlenecks, andopportunities for process improvement, and support project planning,forecasting, and resource allocation.
  
• Serve as the primary point of contact forteam inquiries, operational issues, and stakeholder communications,escalating complex matters as required.
  

Requirements

• Strong knowledge of records management,digitization workflows, metadata standards, and document controlpractices.
  
• Experience supporting document managementsystems, preferably ProjectWise or similar enterprise content managementplatforms.
  
• Demonstrated ability to lead teams andprovide day-to-day operational and technical support.
  
• Strong analytical and problem-solvingskills with the ability to identify process improvements and implementsolutions.
  
• Experience with quality assurance, qualitycontrol, and compliance monitoring.
  
• Proficiency in Microsoft Officeapplications, particularly Excel for reporting, tracking, and dataanalysis.
  
• Excellent organizational, communication,and stakeholder management skills.
  
• Ability to manage multiple priorities andadapt to changing project requirements.
  

Qualifications

• Bachelor’s degree in informationmanagement, Library Sciences, Records Management, Engineering, GIS,Information Technology, Business Administration, or a related field;equivalent education and experience may be considered.
  
• Minimum 3–5 years of experience in recordsdigitization, document management, information management, or relateddisciplines.
  
• Demonstrated experience leading teams,providing technical support, and delivering project outcomes withinestablished timelines and quality standards.
  
• Experience with ProjectWise, documentmanagement systems, records management platforms, or large-scaledigitization projects will be highly desirable.