Program Manager, Records and Information Compliance

Job Purpose

Reporting to the Director, Corporate Risk, the Program Manager, Records and Information Compliance is responsible for management and administration of the corporate wide records and information compliance programs. This includes developing, issuing and implementing policies, guidelines, and procedures in accordance with records and privacy legislation. Records management includes managing security with the system to ensure authorized access only and ensuring records are in accordance with MBLL’s Records Authority Schedules which serve as governing documents detailing record retention and disposition. This position is the Privacy Coordinator and works closely with internal and external clients to ensure compliance with Privacy Acts and Regulations. The position acts as a liaison between the Provincial Archives, Government Records Office and the Manitoba Ombudsman’s Office to ensure records and privacy obligations are fulfilled.

Job Responsibilities

• Manage and promote all aspects of the corporate records management program, including strong direction and guidance with electronic records management software and privacy information compliance.
• Develop a corporate wide classification scheme and departmental file plans for the management of corporate information assets.
• Manage the development and amendment of Records Authority Schedules for the approval by responsible executives and the Provincial Archivist.
• Apply classification scheme in the records management software and associate applicable Records Authority Schedules to ensure that electronic information is managed in accordance with schedules.
• Manage the security program within records management software to ensure that corporate records are protected from unauthorized access.
• Manage the vital records program to ensure the protection of the corporation’s most critical records.
• Develop, issue, and implement policies, guidelines and procedures in accordance with current legislation and information management standards.
• Develop and implement the records management software training program.
• Coordinate information related projects for new or improved applications, procedures and policies (e.g. digitization, workflow).
• Investigate trends in records management practices and recommend corrective actions for significant trends or events.
• Manage litigation holds on behalf of the corporation and provide litigation support as required.
• Develop a plan and design for records protection and disaster prevention, including records recovery efforts.
• Oversee the transfer of paper records to the Government Record Centre and maintenance of appropriate documentation.
• Develop a records coordinator user group to provide direction and leadership to departmental liaisons.
• Manage the disposition of records in accordance with Record Authority Schedules (including records in both electronic and paper format).
• Serve as Government Records Officer and Privacy Coordinator on behalf of the corporation.
• Manage and promote all aspects of the corporate privacy compliance program, including training.
• Provide expertise and direction to all business units regarding the collection, storage, and use of personal information.
• Oversee the creation of privacy statements in all forms that collect personal information of internal or external customers, ensuring compliance with current legislation.
• Oversee and coordinate all procedures required ensuring all regulatory requirements are adhered to in the potential event of an information loss/breach.
• Serve as a compliance coordinator for the Canadian Anti-Spam program, including handling of inquiries, consultations, and education plan for staff.
• Manage the provision of personal information privacy awareness and training sessions to all levels of staff.
• Create and provide records management or privacy compliance information reminders and updates for all staff through internal communications networks.
• Perform other related duties as assigned.

Primary Qualifications

• A bachelor’s degree in Computer Science, Arts, or Business Administration and a 2-year certificate program in Certified Records Manager (CRM) or completion of one year in Master’s degree in Archival Studies.
• Advanced understanding of principles and regulations of applicable privacy legislation (e.g. Freedom of Information and Protection of Privacy (FIPPA), Personal Health Information Act (PHIA), Canadian Anti-Spam legislation, General Data Protection Regulation (GDPR), as they relate to the protection and management of personal information.

• A minimum of five years related work experience, including applied knowledge of document management procedures, file plan structures, and related legislative requirements in the development and implementation of records management policies.
• Minimum of two years’ experience with Records Management software.
• Three to five years supervisory/leadership experience.
• Advanced skills in Microsoft Office (Word, Excel and Outlook).
• Outstanding communication skills, effective people skills and strong organization skills, as well as demonstrated attention to detail.

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Work/Life Balance and Wellness

• Discretionary Time: Up to 10 paid discretionary leave days per year.
• Hybrid Work Model: Remote/Office work for eligible positions.
• Flex Time: Flexible shifts and work hours for eligible positions.
• Maternity and Parental Leave: Top-up of E.I. maternity leave benefits to 93% of employee’s basic earnings for 17 weeks.
• Fitness Allowance Reimbursement: Up to $250 per year for gym memberships, fitness equipment, and more.
• Computer Purchase /Fitness Purchase Program: Interest free loans for employees purchasing equipment for professional growth or personal health and wellness.

Vacation

• Accrue up to 10 paid vacation days per year during the first 2 years of employment.
• 15 paid vacation days per year after 3 years of employment.
• 20 paid vacation days per year after 5 years of employment.
• 25 paid vacation days per year after 9 years of employment.
• 30 paid vacation days per year after 19 years of employment.

Retirement Savings Plan

• Defined Benefit Pension Plan and Voluntary Group Registered Retirement Savings Plan.

Health Insurance and Benefits

• Customize your Plan: Coverage for prescription drugs, vision, dental, and more. Health Spending Account available.

Flex Credit: Group Life Insurance, Accidental Death and Disablement Insurance & Dependent Life Insurance available.

World-wide Travel Health Benefits

Employee & Family Assistance Program (EFAP): Free professional wellness support.

Training and Development

• Educational Assistance: Tuition reimbursement for eligible employees.
• Variety of courses and programs to support skill and professional development.
• Internal job posting system for various career paths.
• Apprenticeship and skilled trade training programs in partnership with educational institutions.

Discounts and Rewards

• Employee Rewards & Recognition Program and exclusive discounts from various retailers, entertainment venues, and service providers.