Records Manager
Permanent, full-time position
Job Details
The Records and Information Management Program will manage risk, regulatory compliance, and related standard processes through the effective management, retention, and disposal of enterprise-wide corporate records and school records in accordance with DDSB’s risk tolerance.
The Records Manager will oversee the Board’s records practices to ensure that all physical and electronic records are maintained with integrity, confidentiality, and compliance obeying legislative requirements. Reporting directly to the Director of Education, this new role will spearhead the development and implementation of centralized records management strategies, policies, and procedures including those addressing privacy and retention standards, and provide ongoing oversight and maintenance across the Board.
Salary: $110,919 to $129,775
Key Responsibilities
Strategic Planning and Policy Development
- Develop and implement a comprehensive records management strategy and multi-year plan addressing current gaps.
- Build and implement comprehensive records management policy and supporting procedures and guidelines, considering legal and Ministry of Education requirements, public sector best practices, industry-standard processes, and organizational needs.
- Define and update standards for record creation, naming conventions, classification, storage, retention, disposal, and retrieval.
- Work closely with various departments and key governance partners (Information Technology, Privacy, Legal) as well as DDSB schools to promote compliance, streamline processes, and strengthen information governance practices.
Implement Records Management System
- Identify and deploy appropriate records management systems, technologies, and tools for efficient processes, including automation opportunities to support digital modernization.
- Collaborate with IT and Privacy teams to integrate records management systems with other organizational systems (e.g., document management, enterprise content management).
Ensure Compliance
- Monitor, coordinate, and report compliance with records management policy, procedures, and legal/regulatory requirements.
- Stay current with laws and guidelines (e.g., statutory/regulatory retention requirements, data protection, privacy) and proactively address changes.
Coordinate Records Inventory and Classification
- Understand the function, location, and ownership of records/data across the DDSB and updating inventories, metadata repositories, and other tools vital to enable an enterprise-wide retention and disposition program.
- Conduct records inventory review on a periodic basis to identify and assess the DDSB’s records and information assets.
- Develop a records classification scheme or taxonomy to ensure consistent and standardized classification of records across the DDSB.
Oversee Record Storage and Retention
- Review records storage facilities, whether physical or electronic, ensuring they meet security, preservation, and accessibility requirements.
- Determine appropriate record retention schedules based on legal, Ministry of Education, and business requirements.
- Collaborate with legal counsel to ensure compliance with legal hold requirements for records subject to litigation or investigation.
Develop Training and Awareness Programs
- Design and deliver records management training programs for employees at all levels to promote understanding of records management principles and practices.
- Raise awareness of the importance of records management, including accurate record classification and filing techniques and effective information governance.
Perform Audits and Quality Assurance
- Conduct regular audits and assessments to evaluate the effectiveness of records management practices and identify areas for improvement.
- Implement quality assurance measures to ensure the accuracy, integrity, and reliability of records.
Provide Records Management Guidance and Support
- Develop and foster strong relationships that enable scalable and appropriately governed recording and information management solutions.
- Offer expertise and guidance to departments and employees on records management-related matters, including record retention, disposition, and information governance.
- Support departments in developing department-specific records management schedules, procedures, and workflows.
- Work with applicable departments to support record hold and discovery processes in response to litigation, claims, audits, investigations, freedom of information access requests, and other legal proceedings.
Qualifications and Skills
- Certification: Professional certification in records management is an asset – for example, a Certified Records Manager (CRM) designation or similar credential.
- Knowledge: In-depth knowledge of records management principles, practices, and standards, including records retention scheduling, classification systems, archiving, and disposal procedures. Familiarity with applicable legislation and regulations related to records and information management (such as data protection/privacy laws and freedom of information acts like MFIPPA) is required.
- Project Management & Leadership: Proven project management experience with a track record of leading cross-departmental initiatives. Management experience is desirable, with a demonstrated ability to lead teams, manage projects, and drive improvements in records management practices.
- Technical Skills: Proficiency in using records management software and related information management technologies. Experience working with document management or content management systems is highly desirable. Must also be adept with standard office productivity software (e.g. Microsoft Office suite) and able to learn new tools as needed to support the records management program.
- Communication Skills: Excellent communication and interpersonal skills. Ability to effectively train and advise staff at all levels on records management practices. Proven ability to write clear policies/procedures and prepare reports or documentation. Capable of communicating technical information in a way that is understandable to non-specialists, with tact and professionalism.
- Organizational Skills: Exceptional organizational and time-management skills. Ability to manage multiple projects and priorities simultaneously and meet deadlines without compromising quality. A proven self-starter who can work independently with minimal supervision while also collaborating effectively in team settings.
- Integrity and Discretion: High level of integrity, with a demonstrated ability to handle confidential and sensitive information with discretion. Committed to upholding ethical standards and maintaining trust in the management of the organization’s records.
Education and Experience
- Post-secondary education in Records Management, Information Science, Library Science, or a related field.
- A bachelor’s degree in a relevant discipline is preferred; an equivalent combination of education and experience may be considered.
- Minimum of 5 years of relevant experience in records management and information governance, preferably including experience in a public-sector or highly regulated environment.
- Demonstrated experience managing both electronic and physical records across their full lifecycle is required.
Additional Requirements
- Head office-based with occasional visits to school sites and archival storage facilities.
- May involve handling light to medium-weight boxes during records audits and system optimization activities.
To apply online for Posting # 3929764 by 4:30 p.m., April 23, 2025, please go to ddsb.ca and submit your application under the section of Careers – Educational Services.
Equity and Inclusion
The Durham District School Board recognizes Indigenous rights are distinct. In the exercise of those rights, Indigenous staff and students shall not be subjected to actions with the aim or effect of depriving these distinct rights.
The DDSB is dedicated to creating a welcoming and inclusive environment for all. We are committed to reflecting the diverse communities we serve and encourage applications from candidates who bring a variety of experiences and backgrounds. We adhere to fair, transparent hiring practices and are committed to equity and accessibility throughout the recruitment process. If you need accommodation during the application process, please let us know, and we will work with you to meet your needs.
Ignite Your Career
At the Durham District School Board (DDSB), we inspire the lives of over 80,000 students. Our diverse communities are places where your impact will be felt every day.
Picture yourself in a workplace where your ideas are celebrated, and your growth is a top priority. Here, collaboration and innovation thrive. Whether you’re directly inspiring young minds or providing essential support behind the scenes, your contributions will have a meaningful impact on students and the community.
We welcome you to bring your experiences, your passions, and your talents to our inclusive community. Join us and be part of a team that values your well-being as much as your contributions. Ignite your potential at DDSB and help us make a difference, one student at a time.
