Records Management Technician

 PURPOSE: 

The Records Management Program in Cape Breton University provides an essential support service to the management and staff, committees and academic schools, and departments and its sub-units. The Records Management Office in the Beaton Institute oversees CBU’s institutional records, maintains its information lifecycle and is mandated to protect and preserve the value of the information that these records carry.

The Records Management Technician will provide an important support role through the programs and services that the Records Management Office delivers. The technician role assists in the operations and maintenance of the records management systems for the collection, classification, retrieval and retention of records, images (still and moving) files and audio files, documents (paper, electronic and born digital) and institutional information. These are all CBU’s properties and treated as information assets, hence, anyone involved in this work is mandated to protect and obligated to act on their due diligence to treat this information in respect with the applicable pieces of legislation and government regulations, university policies, standards and guidelines are obligated to protect these assets. The Records Management Technician will collaborate with staff within the Beaton Institute and across various departments and business units in CBU.

The role entails working with sensitive and confidential information may be necessary. This information can include governance records of the Board of Governors and Senate, Human Resources records such as labour relations files and personnel files, financial records such as payroll and accounting files.

SPECIFIC RESPONSIBILITIES: 

• Implement and regularly update the CBU Classification Plan (CBUCLass), retention and disposal scheduling plans.
• Operate and utilize the University Records Finding Aid and other electronic retrieval systems as tools to help facilitate records requests, respond to inquiries and extract records in adherence to the CBU Records Management Policy and approved guidelines.
• Regularly update the University Records Finding Aid index whenever newly approved records are added and are subject to dispositioning procedure.
• Assist in processing administrative records in all departments, units, and sub-units of Cape Breton University including processing of filled forms to ensure appropriate RM procedures are followed and  apply due diligence in observing confidentiality and protection of sensitive information.
• Assist all CBU units in transferring and dispositioning department records to the Beaton Institute based on the established CBU RIM Records Retention Schedule and Disposition Procedures.
• Classify, code, cross-reference, log and store records, label, prepare and transfer information files in accordance with the approved CBUCLass, Records Retention Schedule and Disposition Procedures.
• Assist in the education of CBU records and information management policies, procedures, protocols, standards, guidelines and best practices to continually raise awareness of the importance of an effective record-keeping function across the university and advocates for the practice of information confidentiality and sensitive information protection practices.
• Comply to the confidentiality of information and protection of information policies of Cape Breton University due to the sensitivities of the information that the Records Management Office manages.
• Assist in updating the Records Management Office website/Intranet site regarding policy changes, procedure updates, and program updates.
• Receive, assess, review and log transferred files and boxes of textual records to the Beaton Institute through the CBU records management program.
• Assist in conducting training on records management designed for the management, faculty, instructors, staff and other members of CBU community.
• Provide guidance, assistance and communications to staff, faculty and units of Cape Breton University in records management best practices.
• Coordinate and/or refer inquiries as appropriate to responsible units and departments in CBU if inquiries have more relevance with their business functions and activities for effective and accurate solutions and responses.
• Compile statistics and reports on activities of the Cape Breton University Records Management Office.
• Assist departments and units in processing records destruction in accordance with the approved records and information destruction procedure as outlined by CBU Records Management Policy and Records Management Manual.
• Other related duties as required, including digital imaging, scanning, electronic file management, etc.

QUALIFICATIONS and SKILLS:

• An undergraduate degree in a related field such as library science, information management, archival studies or a college program in Library and Information Technology or its equivalent.
• Minimum of two years related experience.
• Knowledge in best practices and industry standards in records management of paper and electronic records such as file classification systems, records retention schedules and policies, applicable disposition procedures, archiving practices, data protection standards, file naming standards, digital preservation, etc.
• Adept in Microsoft 365 Suite products specifically Excel, SharePoint, OneDrive, Outlook and Teams.
• Reliable technology-based skills on textual records scanning devices, digital imaging technology, cloud storage systems, file sharing products, electronic filing software products, data scrubbers, shredding machines.
• Basic to intermediate working knowledge on databases and information search and retrieval skills.
• Demonstrated strong organizational abilities, tasks planning and prioritizing, attention to detail and accuracy, communication skills, and client relationship building.
• Knowledge of certain pieces of legislation and regulations applicable to records and information management such as FOIPOP, PIPEDA, Privacy laws, PHIA and relevant laws.
• Basic understanding and interpretation of a policy framework.
• Ability to establish and build strong relationships across the campus community to raise awareness on records and information management initiatives and provide support services to all units and departments of the university.
• Quick learner, independent but able to thrive in a collaborative team environment.
• Willing to gain new knowledge and learn new technologies relevant to records and information management.

PREFERRED QUALIFICATIONS

• A graduate degree in Library and Information Science, Information Management, Archival Studies or related education and successfully completed courses in Records Management or certificates in Records Management is an asset.
• Hold a professional designation certificate such as Certified Records Manager (CRM) or the equivalent.
• Minimum 3 years’ experience in Records and Information Management in the education industry or equivalent organization.
• Superior quality of providing best customer experience.
• Familiarity with ARMA International’s The Principles (Generally Accepted Recordkeeping) as the applicable best practices principles in treating CBU’s institutional records. High degree of diplomacy, sensitivity, and confidentiality in dealing with institutional records including governance records of Board of Governors and Senate, Human Resource records such as labour relations files and personnel files, financial records such as payroll and accounting files.
• Familiarity with Microsoft Purview records management software product.
• Previous demonstrated experience with project management.
• Familiarity with common IT infrastructures in academic institutions.

Cape Breton University is strongly committed to fostering diversity within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply but applications from Canadians and permanent residents will be given priority.

CBU is committed to Equity, Diversity, and Inclusion (EDI) and applicants are encouraged to self-identity if they are part of a marginalised community, or have experience working with Indigenous communities.

If we contact you for an interview and you are a person with a disability who requires technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance.

Cape Breton University

Human Resources Dept.

HumanResources@cbu.ca

1250 Grand Lake Road,

 Sydney, NS B1M 1A2