EDRMS Configuration Lead

Organization
Organization Name: 
Government Records Service - BC Government
About the Organization: 
Corporate Information & Records Management Office

The B.C. government’s information management functions are organized within the Corporate Information and Records Management Office (CIRMO). The CIRMO promotes modernized information management across government by:

  • Establishing legislation, policies and procedures
  • Supporting operations
  • Providing training
  • Assessing compliance

Through these initiatives, the CIRMO ensures that information management policy, training and compliance are aligned and integrated. The CIRMO also ensures that  accountability for government’s many information management functions is well understood and transparent.

Accountability

The CIRMO falls under the leadership of the Chief Records Officer, appointed in December 2015. The Chief Records Officer is responsible for all of the B.C. government’s information management practices, legislation and policies.

Mandate

The Chief Records Officer leads a team of professional and experienced records managers, archivists, and privacy and access professionals. Their mandate is to modernize and transform government’s information management legislation, policies, practices, operations, training and compliance.

The CIRMO provides policy support, guidance, training andreview across government to ensure:

  • Comprehensive access to information, including through Freedom of Information requests and through proactive disclosure
  • Robust privacy protection
  • Modernized records management practices
  • Effective information management evaluation, leadership and promotion
Governance

In the public sector in B.C., the information management discipline is governed by an integrated and complementary suite of legislation and policy, including:

  • The Freedom of Information and Protection of Privacy Act
  • The Information Management Act
  • Government Core Policy and Procedures on Information Management
  • Supporting policies in areas such as privacy, open government and records management

 

Location: 
Victoria , British Columbia
Canada
Description & Duties: 

Under the direction of the EDRMS Business Services Manager, the EDRMS Configuration Lead develops and implements system configuration standards and structures for the government-wide Enterprise Document and Records Management System (EDRMS) – currently known as TRIM.   The position ensures that the EDRMS is configured to enable client ministries and agencies to fully utilize and rely upon the system in the management of their information assets as required by the Information Management Act and other applicable legislation, policy, standards and procedures.   The Configuration Lead has primary responsibility for ensuring that the Government Records Service (GRS), as corporate business owner for the EDRMS, maintains the overall integrity of application data structures (e.g., information classifications and schedules, standard metadata, audit trails, security settings, user identities and permissions).  The position is a key resource for external clients across government:  provides expert analysis and advice to existing and new client user organizations on configuration options to best meet organization-specific business and security needs; ensures that client specifications are implemented and maintained; and ensures that authorized information retention rules are encoded into the system.  The position supports GRS strategic planning by providing expert analysis on how to configure and administer corporate systems that meet records management requirements, fulfill client business needs, and provide an optimal end-user experience.  

 

ACCOUNTABILITIES 

  • Develops and implements system configuration standards and structures for the government-wide Enterprise Document and Records Management System (4500 users across 20 ministries)
  • Provides expert advice to ministry clients on how to configure and administer corporate systems that meet records management requirements, fulfill client business needs, and provide an optimal end-user experience  
  • Ensures that the Government Records Service (GRS) maintains the overall integrity of application data structures through the monitoring, control and protection of the information assets
  • Develops, maintains and shares tools for conveying client configuration, security and access information, including security and access agreements
  • Modifies baseline configuration standards and practices to particular client needs, incorporating client requirements for information security, integrity and accessibility  to support the onboarding of new EDRMS clients
  • In coordination with the GRS Business Analyst and Senior Application Analyst, analyses client-specific business operations and information access and security requirements, and develops and documents suitable and sustainable client-authorized access and security models (organizational hierarchies, access groups, user profiles and permissions)
  • Maintains overall documentation and understanding of the EDRMS configuration (standards, templates, and associated maintenance procedures) 
  • Tests changes to the application configuration for a specific client to ascertain the interoperability and impacts of proposed improvements, including future implication of transfer of EDRMS metadata and information to government’s digital archives
  • Documents clearly and succinctly the risks and benefits of proposed improvements or changes after broad consultation with GRS and external stakeholders
  • Develops and communicates clear information and reports (to GRS Client Advisory Teams and clients) on client configuration settings and metadata (e.g., organization names, access groups, user permissions, records locations); provides procedures for making or requesting necessary updates    
  • Supports and advises other EDRMS leads, including Business Services Manager, EDRMS and Director Infrastructure and Strategy with regards to application configuration standards and practices that support long term sustainability of the EDRMS service.
  • Supports complex inquiries in collaboration with broader EDRMS Business Services Team and Information Management Branch technical support team as needed.

 

Qualifications: 

Job requirements

  • University degree in related field (archival studies, library science, or information management), and three years of related records management systems experience; or seven years of current, progressive, related records management systems experience supplemented by courses in information management, archival studies, library science, or related field.
  • Comprehensive knowledge of the Information Management Act and associated policies and procedures sufficient to provide advice to executive and senior management
  • Experience interpreting legislation, drafting operational policy, procedures and guidelines, and providing advice on policy, procedures and guidelines
  • Technical experience and expertise in administering enterprise Electronic Document and Records Management Systems and/or similar records management systems.
  • Preference may be given to applicants with two years’ experience in an EDRMS configuration role
  • Preference may be given to applicants with experience in advising on records management systems

 

Compensation: 

salary Range $55,422 - $63,164

Additional Information: 

Posting close date 2017-07-31

Application
How to Apply: 

Please apply online by submitting your updated resume and a cover letter.

Application Deadline: 
31 July 2017 (All day)