Information Lifecycle Services Coordinator

Job Information

Overall Purpose

Under the supervision of the Supervisor Archive & File Storage, the Information Lifecycle Services Coordinator is responsible for managing the lifecycle of the Ottawa Police Service (OPS’s) data and information, overseeing the processes related to the creation, storage, retention, archiving and disposal or deletion of data, ensuring that information is handled efficiently, securely, and in compliance with organizational policies and legal requirements through;

• Coordination of the daily operations of the Centralized Records & Information Storage Centre, ensuring secure archiving and storage of police and corporate information, managing access control for sensitive and critical data, delivering comprehensive digitization services, conducting retention analysis for compliance, and coordinating the secure destruction and deletion of information 
• Provision of organization-wide information management support by leveraging expertise in the OPS Retention Schedule, inventory registries, databases and data sources, classification schemes, and department-specific data needs. Collaboration with departments to align data lifecycle management with organizational objectives and deliver training on information & data retention, archiving digitization, and disposal best practices.

Major Responsibilities

Operate the Centralized Records & Information Management Storage Centre, including inventory handling, equipment operation, digitization, labeling, and organization of various record types (paper, digital, electronic storage devices, microfilm, etc.), ensuring compliance with health and safety regulations with a focus on a high-level of client service.

• Complete record storage & access requests in compliance with MFIPPA, the Criminal Records Act (CRA), the OPS Private Report Policy, Evidence chain of custody protocols, and Release of Information procedures. 
• Prioritize and fulfill urgent information requests, conduct complex searches across multiple databases and media formats, maintaining accurate audit trails for legal, investigative, and archival purposes. 
• Assess and manage life cycle requirements by identifying historical, administrative, and legal value to retain original records for court or disclosure purposes, preserving information and artefacts with historical value. Analyze retention requirements to classify and assign retention periods for short and long-term storage in accordance with OPS guidelines, legislative requirements, and the OPS Retention Schedule.
• Coordinate the secure destruction or deletion of OPS information and/or data that has reached the end of its life cycle or is no longer required, including execution of the Records Management System (RMS) Purge report, ensuring disposal processes comply with the OPS Retention Schedule. 
• Oversee the OPS Record Suspension process, managing National Parole Board notifications & cessations, sealing applicable information, managing access rights for internal clients & external partner agencies, responding to public inquiries, and by ensuring compliance with the CRA. 
• Maintain OPS archives, historical artifacts, and museum displays, including storage, cleaning, setup for events, transportation, and coordination with the City of Ottawa Archives. 
• Administer a comprehensive inventory management system by applying retention and classification schemes, updating system configurations, consolidating information from multiple data sources, tracking record locations and destruction logs. 
• Ensure operational efficiency by performing inventory audits and utilizing software solutions to generate and develop customized reports and metrics dashboards.
• Provide end-to-end digitization support for active police operations by managing the RMS Automated Attachment Program, utilizing digitization tools for quality assurance, and handling supplemental information from internal and external sources, including partner agencies, and the public.
   

Major Responsibilities (continued)

Responsible for providing organization-wide information management support by leveraging expertise in the OPS Retention Schedule, inventory registries, databases & data sources, classification schemes, and department-specific data needs by collaborating with departments to align data lifecycle management with organizational objectives, delivering training on digitization, data retention, archiving, and disposal best practices.

• Coordinate the OPS Retention Schedule Maintenance Program; meet with section representatives, managers & senior leaders to deliver presentations, review section-specific retention requirements, and provide guidance. 
• Assist OPS clients with conducting ongoing research related to applicable legislative requirements (federal, provincial and municipal) and maintain knowledge of industry best practices / current trends. 
• Communicate supporting rationales effectively to various stakeholders by citing specific legislative / policy requirements when applicable.
• Assess and report on information management operations across the organization through site visits & virtual meetings, identify issues related to information collection, storage, protection, retrieval, and disposition while ensuring compliance with Retention Schedules, policies, and procedures.
• Develop and deliver individual and group training sessions on information life cycle management, storage, retention, destruction, and digitization best practices; create and update training materials, job aids, and process guidelines as needed. 
• Provide ongoing troubleshooting, clarification, and instruction to OPS members on RMS attachment procedures, scanning & digitization tools, software, equipment use, document formatting, and naming conventions to support operational efficiency.

Other Responsibilities include:

• May be required to testify in court proceedings and provide documentation related to information or data destruction, OPS retention schedules- current and historical, coding, and record-keeping procedures at both individual and departmental levels. 
• Oversee and manage the performance of Co-op, YIPI, and summer students, providing supervision, guidance, and support.
• Provide training and coaching to new team members, ensuring adherence to established SOPs and the formal training plan. 
• Operate tools and maintain equipment, including assembling and dismantling warehouse or display components, using safety gear, and managing microfilm/microfiche scanners, splicers, and film reelers while ensuring film quality.
• Participate in information management related project work, and software upgrade testing.

Major Responsibilities (continued)

Statement of Required Qualifications

Education 

Two (2) year College Diploma or post-secondary education in Records & Information Management (RIM), Information Governance (IG), Library Science, Business/Public Administration, Police Foundations or comparable.
Experience and formal training combined may substitute for stipulated educational requirements.

EXPERIENCE

Two (2) years’ experience in records management, information management or a related field, including:

• Working with Records Management Systems (RMS) and/or inventory management systems;
• Managing highly confidential information; and
• Working in a customer-focused service environment.
• Intermediate-level proficiency working with Microsoft 365 applications, including Word, Excel, Outlook, Teams, and SharePoint
• Experience with scanning and digitization software and hardware, including Adobe Acrobat

Language

• English – fluency in oral, reading, and writing.
   

Certifications and Licences

• Possess a valid Ontario or Quebec Provincial Driver’s License.
• Candidates will be subject to successfully passing the two-stage driving test administered by the OPS Professional Development Centre.

In service Training

The following mandatory training and education is provided to all employees of the OPS:

• Occupational Health & Safety.
• Respectful Workplace. 
• Violence in the Workplace.
• Accessibility for Ontarians with Disabilities Act (AODA).
• Equity, Diversity & Inclusion (EDI).

Microfilm / Microfiche and CPIC / RMS training will be provided if required.
 

Job Knowledge

Working knowledge of:

• The Organization’s Mission, Vision and Values.
• Ottawa Police Organizational Structure.
• The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
• Microsoft Office software: Word, Excel, PowerPoint, Teams and Adobe Acrobat.
• Scanning & Digitization Software & Hardware, Microfilm & Microfiche equipment.
• Canadian Police Information Center (CPIC) software program.

Demonstrated experience in a client centered service environment.
Health and Safety requirements as related to warehouse duties.
Knowledge of Records Management Systems.
 

OPS Competencies

Hours of Work

Effort and Working Conditions

Adhere and conform to Ergonomics report (July 2004) when necessary as it applies to job duties. 

Work is performed daily in a centralized records management and storage warehouse with frequent requirements to work in off-site locations; garage spaces, loading docks (indoor & outdoor), off-site storage rooms requiring: 

• Daily usage of dollies to move files & boxes.
• Daily climbing ladders while carrying & lifting files & boxes; using ladder to move files from one shelf to another, lifting boxes of files on / off shelves or cabinet to cabinet when files require movement.
• Daily lifting and moving large items, boxes (up to 40lbs) & files on / off shelving units, vehicles, dollies
• Daily standing when filing / moving / shifting and lifting / scanning
• Position requires prolonged periods of sitting and extended eye focus when reviewing documents or data
• Frequent up and down movement.
• Frequent mouse and keyboard operation and sitting in front of a PC or Microfiche machine for extended periods of time.
• Frequent driving to off-site locations
• Filing documents / moving in and around file cabinets / lifting files individually or in boxes.
• Standing in front of scanner for extended periods of time.
• The use of tools while assembling, dismantling, cleaning, opening & moving shelves and displays.

Frequent exposure to:

• Dust, exhaust fumes and noise from equipment. 
• Graphic photos, recordings, materials & documents.

Occasional exposure to:

• Chemical fumes from microfilms.
• Hazardous materials (mould, ammunition, sharp objects, narcotics, materials which may include disease carrying bodily fluids) through improperly stored material.

The incumbent must be able to work shifts as designated in the “Hours of Work” section of the job description.
The incumbent must be able to operate a police vehicle safely and within standards, including maintaining a valid Ontario or Quebec Provincial Driver’s License.  
 

Desired Qualifications

• Oral, reading, and writing fluency in French or other languages.
• Experience in a Records & Information Management and / or warehouse environment.
• Experience developing & delivering training material and making effective presentations.
• Detailed knowledge of the Records Management System (RMS).
• Detailed knowledge of the OPS Retention & Destruction Policy.
• Knowledge of CPIC (query / browse / CPIC dispositions / CPIC entries)
• Knowledge of Health and Safety regulations.
• Knowledge of MFIPPA and release of information procedures
• General knowledge of each section of the Service and its function.
• General knowledge of the: Criminal Code, Criminal Records Act, Highway Traffic Act, Youth Criminal Justice Act

• Experience operating warehouse equipment including dollies, ladders and tools for assembling & dismantling display cases & shelving units in archival settings.

• Proven ability to communicate effectively and deliver professional presentations, both orally and in writing, to all levels of an organization, including Senior Management