Business Unit
Regular, Full time
Closing Date: February 7, 2025
The Ontario Securities Commission (OSC) is the statutory body responsible for regulating Ontario’s capital markets in accordance with the mandate established in the provincial Securities Act and the Commodity Futures Act. The mandate of the OSC is to provide protection to investors from unfair, improper or fraudulent practices, to foster fair, efficient and competitive capital markets and confidence in the capital markets, to foster capital formation, and to contribute to the stability of the financial system and the reduction of systemic risk. This mandate is performed through policy, operational, and enforcement activities. The OSC also contributes to national and global securities regulation development.
We offer a diverse, fair, and flexible work environment and take pride in our challenging and rewarding work.
Reporting to the Manager, Records and Data Governance, the Senior Information Management Analyst is responsible for leading enterprise-level initiatives that progress and enhance the management of records and information at the Ontario Securities Commission (OSC). This role ensures compliance with information management directives and regulations, supports litigation and discovery response, protects corporate information, and enhances organizational efficiency through improved information lifecycle practices. The Senior Information Management Analyst will implement content management systems (M365 Purview/SharePoint) for organizing, classifying, and indexing records and information to ensure efficient retrieval, management, and retention/disposition. This includes developing policies for retention and disposition, establishing security measures, providing ongoing training and support to employees, conducting regular audits, and ensuring compliance.
Responsibilities:
Managing Record Creation and Maintenance:
- Overseeing the creation, categorization, and filing of records and information, ensuring that all documents are accurately labeled and stored according to established protocols.
Conducting Performance, Risk and Audit and Reviews:
- Regularly auditing records and information to ensure compliance with retention schedules, legal requirements, and internal policies, and reviewing records and information management practices for continuous improvement. Developing and tracking key performance and risk indicators (KPIs KRIs) to measure the effectiveness of records and information management initiatives.
Facilitating Access and Retrieval:
- Assisting employees in locating and retrieving records and information as needed, managing access permissions, and ensuring that information is accessible to authorized agents.
Ensuring Compliance with Legal Requirements:
- Ensuring that all records and information management practices comply with relevant laws, regulations, and industry standards, including data privacy, governance and protection regulations.
Implementing Security Measures and Access Control:
- Ensuring that records and information are protected from unauthorized access, loss, or damage by implementing and maintaining security protocols and disaster recovery plans.
Training and Support:
- Providing training sessions and ongoing support to employees on records and information management systems, policies, and procedures, and addressing any issues or questions that arise.
Coordinating with Other Departments:
- Collaborating with other departments to ensure that records and information management practices are integrated into organizational workflows and that records and information are appropriately managed across the organization. Partnering with legal and compliance teams on Freedom of Information Act (FOIA), litigation holds, and e-discovery requests.
Updating Policies and Procedures:
- Reviewing and updating records and information management policies and procedures to reflect changes in laws, regulations, or organizational needs, and ensuring that all employees are informed of any changes.
Managing Digital Records/Information Systems:
- Overseeing the use of content services solution including OpenText and Microsoft 365 SharePoint Purview (required).
- Digital Assets Classification and Metadata Management: Establishing classification schemes and metadata standards for digital assets to ensure they are accurately categorized and easily searchable.
- Digital Preservation and Archiving: Implementing strategies and technologies for the long-term preservation of digital assets, ensuring their accessibility and usability over time despite technological changes.
- Security and Access Controls: Establishing and maintaining robust security measures, such as encryption and access controls, to protect digital assets from unauthorized access, tampering, or loss.
- Data Migration and Integration: Managing the migration of digital assets from legacy systems to new digital platforms, ensuring data integrity and continuity.
- Regular Audits and Monitoring: Conducting regular audits of digital assets and systems to ensure compliance with policies, identifying and rectifying any issues, and continuously improving digital records and information management practices.
Qualifications:
- Masters’s Degree in Library and Information Sciences, Records and Information Management, or another related field.
- Professional certifications e.g., Certified Records Manager (CRM), Information Governance Professional (IGP) preferred.
- Experience:5+ years of experience in information and records management or other similar roles. Experience in a public service organization an asset.
- Experience working with information and records management applied to Microsoft 365 and Azure governance, including SharePoint, Microsoft Purview Records Management and Compliance Modules (required) and/or other content management software solutions.
- Experience with developing and implementing retention schedules across all content formats and in implementing and managing ECM (enterprise content management) solutions.
- Experience developing records and information management policy and executing effective organizational change.
- Experience managing on and offsite records contracts and processes and managing legal hold and document destruction practices in a public sector organization.
- Strong knowledge of relevant records and information management legal and regulatory requirements and industry leading practice.
- Ability to influence people and effect change across a professional organization as well as to develop strong relationships with key partners including technology, risk, privacy, information security, internal audit, and compliance.
- Excellent communication skills and executive presence.
- Results oriented and deadline driven, with the ability to work with a great degree of autonomy.
- Ability to multi-task, set priorities, coordinate and schedule.
Core Competencies
Change Management
- Communicates change messages and ensures they are understood.
- Supports change initiatives through planning, implementation, and delivery of actions.
- Manages personal reaction to change in support of corporate requirements.
Role Modelling of Core Values
- Aligns behaviours to the values of the organization.
- Demonstrates organizational loyalty.
- Demonstrates stewardship of organization’s interests over personal or business unit agenda.
Thinking proactively
- Demonstrates initiative by using professional expertise to anticipate and mitigate business challenges.
Teamwork
- Works cooperatively with others to meet common goals.
- Represents the team and teammates in a professional manner to others.
- Resolves conflicts in a manner that allows the team to function productively.
Grow your career and make a difference working at the OSC.
- OSC Employees: please apply in Workday using the Browse Jobs feature within your Jobs Hub *
We thank all applicants for their interest in the Ontario Securities Commission. We will contact those selected for an interview.
The OSC is committed to diversity and providing an inclusive workplace and providing accommodation in accordance with the Accessibility for Ontarians with Disabilities Act and the Human Rights Code. It is our priority to ensure employment opportunities are visible and barrier-free to all under-represented groups including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the 2SLGBTQI+ community, to achieve an employee demographic profile reflective of the demographic profile of Ontarians.
The OSC is a proud partner with the following organizations: Ascend Canada, BlackNorth Initiative, Canadian Centre for Diversity and Inclusion, and Pride at Work Canada
If you require an accommodation during the recruitment process, please let us know by contacting our confidential inbox HRRecruitment@osc.gov.on.ca.
Visit Accessibility at the OSC to review the OSC’s policies on accessibility and accommodation in the workplace.
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