Information Records Management Recordkeeping
Job Description
5.0 WORKS TO BE PERFORMED UNDER THIS REQUIREMENT
5.1 The required services may include, but are not limited to the following:
5.1.1 Adapt, maintain, and manage procedures and instructions for the organizations records systems.
5.1.2 Recommend and implement modifications related to document storage, retrieval, archiving, and disposal activities such as:
5.1.2.1 Define new data structures;
5.1.2.2 Define data conversion strategy;
5.1.2.3 Define data conversion specifications;
5.1.2.4 Work closely with the users and Information Management Officer (IMO) to maintain and safeguard the database;
5.1.2.5 Identify requirements for improvements to existing data structures by determining users’ information requirements and systems performance and function requirements; and
5.1.2.6 Advise users about the efficient use of data;
5.1.3 Review and update file plans, systems, tools, and practices.
5.1.4 Implement information management support tools and systems, including file plans and classification structures, according to the client organizations and business lines, in compliance with the RCAF Master File Plan.
5.1.5 Catalogue, Organize, identify, and classify existing information and electronic documents IAW The RCAF Master File Plan.
5.1.6 Maintain, store and/or preserve information.
5.1.7 Identify essential records. Essential records are to be identified within the context of emergency preparedness and business resumption planning.
5.1.8 Advise the IMO and Chain of Command on IM issues.
5.1.9 Provide advice and information to managers and employees with regards to information/ recordkeeping activities, processes, file plans, and systems.
5.1.10 Coordinate information storage requirements and interface with Information Technology.
5.1.11 Providing document and records management.
5.1.12 Establish and implement metadata standards and guidelines.
5.1.13 Analyze and report on the effectiveness of the implementation of information management standards.
5.1.14 Identify and analyze content management issues and providing recommendations to management for improvement.
5.1.15 Provide advice and guidance in the field of Recordkeeping as relates to Capacity Building, Legacy Records Management and e-Records Sustainability.
5.1.16 Provide advice and guidance in the field of Recordkeeping as relates to the implementation of Recordkeeping policy, regulations and legal requirements.
5.1.17 Draft Squadron Information Management Administrative Instructions.
MANDATORY CRITERIA
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Item |
Mandatory Criteria |
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MTC1 |
Education:
The Bidder must clearly demonstrate that the proposed resource has a minimum of:
Post-secondary degree in Information Technology or Computer Engineering, or an alternative combination of relevant education and experience – Preferred.
Or
Minimum two-year Community College Diploma in Information Technology; an equivalent combination of relevant education and recent related experience may be considered.
The individual must have obtained the education from a recognized* Canadian university, college, or equivalent as established by a recognized* Canadian academic credentials assessment service, if obtained outside Canada. *The list of recognized organizations can be obtained from the Canadian Information Centre for International Credentials.
Education must be demonstrated by including a copy of the diploma/degree with the bidder’s proposal.
* If these documents have not been provided at bid closing, DND will notify the bidder, that they are required to provide them within two business days following notification by DND. Once notified, any bidder that fails to provide the required documents within two business days will be informed by the Department that their bid, is non-responsive and that it will be given no further consideration. |
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MTC2 |
The Bidder must demonstrate that the proposed resource has a minimum of 24 months of experience in the last 4 years in analyzing, developing, modifying, and implementing information keeping system. |
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MTC3 |
The Bidder must demonstrate that the proposed resource has a minimum of 24 months of experience in the last 4 years in administration at site collection level and below, of the following:
• SharePoint Classic • SharePoint Modern versions |
|
MTC4 |
The Bidder must demonstrate that the proposed resource has a minimum of 24 months of experience in the last 4 years in providing advice and guidance in the field of Recordkeeping as relates to:
• Policy and regulations • Capacity building, Legacy Records Management and e-Record |
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MTC5 |
The Bidder must demonstrate that the proposed resource has a minimum of 24 months of experience in the last 4 years experience in drafting Information Management Administrative Instructions. |
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MTC6 |
The Bidder must demonstrate that the proposed resource has a minimum of 24 months of experience in the last 4 years software knowledge in all of the following: • SharePoint On Prem (2019 version and Subscription Edition) • SharePoint Online • Treesize Pro • Sharegate • Microsoft Office Suite (includes Teams, Word, Excel, Outlook, PowerPoint) |
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MTC7 |
The Bidder must demonstrate that the proposed resource has a minimum of 24 months of experience in the last 4 years using a Windows environment:
• 23H2 and higher |
Only qualified candidates will be contacted.
Please note positions may be filled prior to closing deadline. You may contact a Consultant to confirm availability.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
In accordance with Ontario's Pay Transparency laws, Turtle Island Staffing is committed to providing clear and accessible information regarding compensation. Actual compensation may vary based on experience and qualifications.
At Turtle Island Staffing, we believe hiring should be human-led. We do not use artificial intelligence to screen out applicants. Every application is reviewed by a real person, because people deserve to be seen as more than keywords.