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We are looking for a motivated Lead, Information Management Specialist to join the dynamic Value Management Risk and Governance team within OMERS Data and Technology.
Job Description Summary
Reporting to the Manager, Enterprise Information Management, in this role you will:
Contribute to the modernization of information management at OMERS by supporting strategic planning, execution, and operational initiatives
Implement and manage retention and disposition capabilities in Microsoft 365 using Microsoft Purview Retention Labels and Policies, and establish sustainable processes for ongoing disposition reviews across the organization
Support enterprise-wide initiatives to streamline information management practices, including the migration of content from network drives to modern workplace platforms such as Microsoft SharePoint
Develop and contribute to the refinement of policies and procedures that enable and support the enterprise-wide information management program
Facilitate the onboarding of new Record Stewards and cultivate strong relationships with stakeholders to promote and embed information management best practices
Deliver advisory services, training, and enablement on Information and Records Management to employees across the organization
To be successful in this role, you will develop and nurture strong relationships with key partners (including Technology Teams, Risk, Privacy, Cybersecurity, Internal Audit, Compliance) and OMERS Business Units to enable information management solutions in alignment with applicable laws, regulations, industry standards and best practices which govern the handling of records and data. You will also develop, implement, and maintain key processes and controls for complying with those requirements, such as data retention and disposition processes. In doing so, you will directly strengthen our compliance practices and help optimize the ability of data to support a diverse array of global business functions.
As a member of this team, you will be responsible for:
Participating in enterprise-wide services to operationalize retention and disposition policies/labels on platforms such as Microsoft 365 Online (Exchange Online, OneDrive, SharePoint & Teams)
Participate in content clean-up initiatives with various business functions in the organization, providing guidance on content clean-up and migration best practices
Working with business functions to design and develop file plans (information architectures) that will serve as Official Record Repositories
Developing official record classification and retention labeling procedure and guidelines for Business Functions across the OMERS organization
Working with the Information Governance and Technology teams to establish reporting and monitoring capabilities for Microsoft 365 retention
Working with OMERS Business Functions, Information Governance and Technology Teams to manage disposition trigger events and conduct disposition reviews for electronic records stored in the Microsoft 365 environment
Participating in the analysis of data and migration activities to clean-up content stored on legacy platforms such as Network Drives
Creating educational materials and best practices such as SharePoint & Teams Site usage best practices
Assisting with the establishment and ongoing operational activities related to the Record Stewardship Program to enable management and oversight of our organizational data assets
Driving a culture of compliance and innovation by delivering records and information management related training, awareness, and enablement programs.
To succeed in this role, you have:
Degree or diploma in Archives, Information Studies, Library and Information Science, Information Technology Management, Law, Compliance or Policy Management AND/OR relevant professional certification, such as Certified Records Manager (CRM), Certified Records Analyst (CRA), Information Governance Professional (IGP) or Certified Information Professional (CIP).
5+ years experience working as an Information Management specialist (or similar) on Enterprise Content Management (ECM) and/or Migration projects.
Experience to capture business/functional requirements and articulate as process workflows using system mapping tools such as Visio and translate into User Stories.
Ability to analyze and understand business information and records management requirements to develop business solutions
Good understanding of records/data retention, disposition, legal holds, archival preservation, content management systems and information governance standards and best practices
Ability to build relationships and facilitate discussion across a diverse group of stakeholders from different business units
Demonstrated experience in project and time management
Polished written communication and dynamic presentation skills targeted at all levels of the organization
Strong willingness and independent attitude in learning new things
Experience implementing Microsoft Purview Retention Labels and Policies is an asset
Experience working in the Finance, Pensions, Investments or Commercial Real Estate sectors is an asset
We believe that time together in the office is important for OMERS and Oxford, the strength of our employees, and the work we do for our pension members. In delivering on our pension promise, keeping us connected to our work and each other, our flexible hybrid work guideline requires teams to come into the office 4 days per week.
As one of Canada’s largest defined benefit pension plans, our people-first culture is at its best when our workforce reflects the communities where we live and work — and the members we proudly serve.
From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience. This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our Purpose@Work committee and employee recognition programs.
