Release of Information Clerk

Job Information

Overall Purpose

Under the direction of the Supervisor Freedom of Information, the Release of Information Clerk (ROI) is responsible for the intake assessment, retrieval, analysis, redaction, scanning / digitization, electronic / paper distribution, access control, and tracking of the requests for record information by applying a broad knowledge within the guidelines of the Municipal Freedom of Information and Protection of Privacy Act, YCJA, CFSA and OPS Policies and Procedures.  

Major Responsibilities

• Assess all requests for OPS records (information) which are received through various means (mail, fax, electronic mail, CPIC, RMS workflow, and in person) validating entitlement, verifying identification, consent, and payment.  Prepare process and track Returns and Refunds.
• Perform intake assessment; scan and attach the request, consent and payment to occurrence, and create RMS workflow assignment to follow up for processing; maintain separate comprehensive spreadsheet of processed confidential released records that cannot be tracked through the RMS occurrence.
• Analyze OPS records, which often contain sensitive, offensive and graphic language and materials; redact the record information from OPS police reports GO and MVA, personal statements,  audio / video interviews, lists of occurrences, 911 calls, photo requests etc., through the application of MFIPPA legislation.
• Liaise, consult and prepare documents in conjunction with Legal Services when responding to Civil and Criminal subpoenas, summons, motions and requests. 
• Monitor and maintain the Release of Information inbox for requests from Crown Attorneys, Defense Attorneys, Investigating officers, PSS and SIU for cell block and investigative videos.
   

Major Responsibilities (continued)

Process requests for cellblock videos:

• Download recordings from a dedicated standalone computer program accessing central cell block servers.  
• Analyze cell block video footage, identify and retrieve specifically requested data of persons held in cellblock. 
• Capture on DVD for disclosure to the Crown, PSS, and SIU. 
• Archive edited information electronically.  
   

Major Responsibilities (continued)

• Process specifically requested video footage for investigation purposes, complete in a timely manner and return to investigator.
• Process, and release redacted OPS report requests to internal partners and external agencies (CAS, Probation, Regional Supervising Coroner, Local Coroners, Corrections, Pardons and Parole, Criminal Injuries Compensation Board, City of Ottawa, Adoption agencies, Lawyers, Insurance, Outside police agencies, Colleges of Professionals, public requests, etc.) following the priority schedule; record and track the release of these documents in the RMS database.
• Perform searches on RMS, Oversight, Move It DMZ, Sunotech, Microfiche, etc., to retrieve information stored electronically and from active and inactive storage areas. 
• Provide redacted records by mail, in person and electronically (Move it DMZ) ensuring accurate dissemination. 
• Administrators of the Move IT DMZ web portal file sharing application. Create and maintain accounts, update user lists & access rights, complete trouble shooting for clients, perform quality assurance on file transfers related to the Automated Purchase Program.
• Respond to telephone inquiries from internal partners and external agencies, individuals, lawyers, and other Police Services relating to request for information.  
• Perform detailed query / browse on RMS when required to assist in identifying subjects and incident dates for any request. 
• Provide assistance to the public at the front counter in relation to obtaining police records.
• Process requests from Release of Information workflow queue daily to ensure release of information requests are met as set out in the OPS FOI Priorities. 
• Prepare and transfer weekly deposit to Finance.
• Perform other duties as required or directed.
   

Statement of Required Qualifications

Education

• Two (2) Year community college Business Administration, Police Foundations, Paralegal / law diploma or comparable education.
• Experience and formal training combined may substitute for stipulated education requirements.

Experience

• Minimum of one (1) year experience in a police, government, or comparable environment subject to privacy legislation including:
• Experience working on computer system performing data entry and querying historical corporate data.  
• Experience working in a high volume environment, requiring attention to detail and accuracy.
• Experience providing client centered service requiring the provision of detailed explanations based on policy and / or legislation.
   

Certifications and Licences

N / A

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 and Inclusion (EDI).

Training on the following will be provided if required:

• Use of the Video Maintenance technology will be provided.
• CPIC and in-house Records Management System (RMS).
• Microfilm / Microfiche usage.
• MFIPPA Legislative training. 
• OPS FOI Unit processes and procedures.
   

Job Knowledge

General knowledge of:

• The Organization’s Mission, Vision and Values.
• Ottawa Police Organizational Structure.
• Municipal Freedom of Information Protection and Privacy Act (MFIPPA).
• LEARN Guideline on Disclosure of Information From Police Service Records
• The Young Offenders Act and Highway Act as they pertain to the release of information. 
• Police records management systems. 
• Microfilm, Microfiche, Microsoft Outlook and Adobe Acrobat.
• Health and Safety issues as they relate to the job duties.
• Capturing and downloading audio and video to a CD/ DVD process.
• Ability to work in a client centered service dealing with the public at the front counter.
   

OPS Competencies

Hours of Work

Effort and Working Conditions

• Work is generally performed utilizing PC, Microfiche, and cell block video technology for extended periods of time.
• Ability to watch and record video of subjects (male and female) detained in cell block.
• Exposure to graphic photos, materials and documents.
• Adhere and conform to Ergonomics report (July 2004) when necessary as it applies to job duties.
• Work is performed in a secured police facility requiring frequent daily interactions with members of the public (in person and telephone).
• Work is typically performed in an open office environment with moderate disagreeable working conditions.
• High level of concentration and attention to detail required.
   

Desired Qualifications

• Oral, reading, writing fluency in French or other languages.
• Detailed knowledge of the Records Management System (RMS). 
• Knowledge of Canadian Police Information Center (CPIC).
• General knowledge of the Records Retention and Destruction Bylaw.
• General knowledge of each section of the Service and its function.