Manager, Records Governance

Location: Mississauga, Ontario, Canada
Date Posted: 01-04-2018

MANAGER, RECORDS GOVERNANCE


Considering a Career at Maple Leaf Foods?

Maple Leaf Foods is Canada’s leading consumer-packaged protein company, headquartered in
Toronto, Ontario. We make high-quality, great tasting, nutritious and innovative food products under leading brands including Maple Leaf®, Maple Leaf Prime®, Maple Leaf Natural Selections®, Schneiders®, Schneiders Country Naturals® and Mina™. Our Company employs approximately 11,000 people in its operations across Canada and exports to more than 20 global markets including the U.S. and Asia.

Our people are passionate about the work they do and the products we make. As we move forward, we are determined to leverage their integrity and passion to continue to build a high-performing, values-based company enabled by high-performing, motivated and talented people.

 

POSITION SUMMARY:

Articulates and implements the organization’s vision for the records and information governance program.
 
Manages all strategic and tactical aspects of the program such as enabling business processes to be able to have the right information at the right time in the right format for the right people.
 
Tactical aspects include retention/disposition schedules, letters of understanding for records during divestitures, legal holds, records liaison relationship-building, inventory management, processes for decommissioning projects, program audits and corporate archives.
 
Ensures company information is appraised and scheduled by retention periods based upon legal and business requirements and disposed securely at end of lifecycle.
 
Serves as the principal advisor to senior executive management concerning records and information governance policies and practices and serves on RIM committee.
 
Develops training and communications to promote awareness and compliance by the employees.


 

RESPONSIBILITIES:

  • Works closely with Information Solutions (IS) and business stakeholders to evaluate and recommend information management governance solutions.
  • Frequent contact across all functional groups for successful records and information governance program support.
  • External contacts include vendors, potential suppliers, and peers to maintain knowledge base for use within the organization.
  • Professional memberships in Association of Records Managers and Administrators, Institute for Certified Records Managers, Association for Information and Image Management
 
 

POSITION OUTCOMES:

RM Governance
  • Develops and implements RIM strategy and program for records throughout their life cycle.
  • Collaborates with IS to create standards and processes for electronic records management in all data systems including legal holds; preservation and disposition of data.
  • Maintains current list of legal/recommended retention periods and monitors approved records retention schedules working closely with functional management and legal counsel ensuring policy and processes are being followed.
  • Communicates with and trains employees on all aspects of the program. 
  • Researches and benchmarks current trends guiding records governance, legal impacts, storage media, privacy and technologies affecting these areas.
  • Oversee the company archives including cataloging, appraisal, access protocols and research reports.
  • Develops audits and reports on findings and recommends solutions to address gaps.
RM Stored Information
  • Manages and monitors system access for Iron Mountain services. Conducts records indexing and disposition reviews. Provides research reports to facilitate business activities.
Legal Holds
  • Provides legal hold management processes in support of tracking legal matters, issuing notices, working with custodians on data collection, direction to Information Security on hold requirements and prepares policy/procedures to ensure hold process is adhered to.  
Acquisitions and Divestitures, Decommissioning/Commissioning
  • Defines the processes used during transfer of information assets because of mergers, acquisitions and divestitures. Coaches employees in situations of decommissioning, mergers and acquisitions and projects related to records & information governance activities.  
 
Service Provider Management
  • Prepares and manages the budget for records management including any capital expense recommendations and vendor contract negotiations/management. Implements procedures to ensure information and records are provided in a cost-effective mannner while ensuring that the organization is receiving the maximum level of service possible. 
 

EDUCATION, EXPERIENCE & COMPETENCY REQUIREMENTS:

  • Post-secondary Degree in a relevant discipline 
  • Combined with 5-7 years of specialized experience in records management.
  • Certified Records Manager® is the standard accreditation for this role.
  • Information management experience and familiarity with Generally Accepted Record keeping Principles® are assets.
Competencies:
  • Information governance advocacy to ensure cross functional information flow and information management program is embedded in regular course of business.
  • Well-developed interpersonal / communication skills to effectively understand diverse requirements from all functional areas and to ensure compliance requirements of company are met through collaborative efforts.
  • Project management and organizational skills combined with solid problem-solving skills, to deal with complexity of business requirements.
  • Communicate for results across all levels of organization.
 
Skills:
  • Performs formal needs assessment, gap analysis and prioritizes relevant goals to achieve mission.
  • Researches legal and regulatory environments to ensure compliance of Records and Information Governance program.
  • Conducts complex, efficient information searches successfully.
  • Financial planning and measurement.
  • Proficiency with database use (Inmagic, Iron Mountain – IM Connect), electronic records and document management systems, MS Office 365.
 


We thank all applicants for their interest in exploring employment opportunities with Maple Leaf Foods however only those selected for an interview will be contacted. Applicants may be subject to a background check and must meet the security criteria designated for the position.  

Maple Leaf Foods is committed to Employment Equity and maintaining a diverse workforce.  Job applicants with a disability who require reasonable accommodation for any part of the application or hiring process can contact our Talent Attraction Team at accommodations@mapleleaf.com or 905-285-5862.  Reasonable accommodations will be determined on a case-by-case basis and your request will be responded to as soon as possible.
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