Position Title: RECORDS & INFORMATION MANAGEMENT (RIM) COORDINATOR
Reports to: Director, Information Technology
Job Overview
Reporting to the Director, Information Technology, the Records & Information Management (RIM) Coordinator is responsible for leading a comprehensive RIM system for Haisla Nation, including electronic and physical information resources. Other responsibilities include the development, implementation, and maintenance of policies and procedures that will employ appropriate access and control, classification, retention, disposition and preservation to all information resources required by the organization. The RIM Coordinator will also provide RIM education and training to personnel in all departments.
Organizational Status
The Haisla Nation is the band government of the Haisla people. Our mission is to build a powerful, prosperous and proud community, healthy in mind, body and spirit. We believe in building a strong and thriving community, with healthy and happy members and a sustained and prosperous environment. We are about 1962+ people, with approximately 532 living in Haisla (Kitamaat Village). We have lived off the land and waters of our traditional territory for thousands of years, and it remains the focus of all we do.
Duties & Responsibilities
- Draft and maintain policies to manage information resources.
- In accordance with the Haisla Nation Records and Information Management Policy:
- Provide RIM training and coaching for new workers.
- Provide users with RIM and Laserfiche support and guidance.
- Ensure the transfer of records from a departing worker to another worker.
- Provide guidance and approval for the destruction of transitory records.
- Authorize the processing of dormant records into secure storage.
- Evaluate suggested classifications and where appropriate, incorporate the necessary classifications into the Records Classification Structure, the case file standard if applicable, and Retention and Disposition Schedule.
- Facilitate and maintain services for storage of dormant records.
- Participate in the implementation and maintenance of Laserfiche and the RIM program.
- In accordance with the Haisla Nation Information Technology Policy:
- Assist with integrating the Records Classification Structure (RCS) and Records Disposition Schedule (RDS) into the configuration of Laserfiche and other IT systems as necessary,
- Facilitate identification of the business requirements for Laserfiche configuration and implementation.
- Participate in implementing lifecycle management into Haisla Nation’s information systems.
- Assist in ensuring security requirements are implemented within all applicable information systems for Haisla Nation’s records and information holdings.
- In accordance with the Haisla Nation Information Privacy Protection Policy:
- Enter, update, and maintain Access to Personal Information Requests and Privacy Complaints within a register including, but not limited to receipt and responses.
- Develop, maintain, and publish Haisla Nation’s information privacy protection policy, standards, procedures, and guidelines.
- Ensure that all Haisla Nation activities are conducted in compliance with applicable legislation and in accordance with generally accepted privacy protection practices.
- Provide training and awareness on privacy protection to all workers.
- Ensure that Haisla Nation members are aware of their rights as they relate to privacy including, but not limited to their right of access to and their right to request the correction of their personal information held by Haisla Nation.
- Provide expert advice and guidance on information privacy protection matters within Haisla Nation.
- Conduct periodic reviews of Haisla Nation’s activities that involve the collection, use, disclosure, retention, and safeguarding of personal information.
- Investigate all complaints regarding the collection, creation, accuracy, use, sharing, disclosure, protection, retention, and destruction of personal information. Report those results to the appropriate manager(s) and draft the complaint response.
- Recommend changes to policies, standards, procedures, and practices in response to issues raised in complaints when appropriate.
- Respond in writing to the requests for access to and correction of personal information submitted by persons within thirty (30) working days from the date of receipt.
- In accordance with the Access to Haisla Nation Records and Information Policy:
- Develop, maintain, and publish standards, procedures, and guidelines that support this policy.
- Receive and complete Access to Records and Information Requests, identifying possible limitations and exemptions.
- Investigate and report on any unauthorized disclosures and releases of record or information.
- Act as an expert resource on access to records and information matters within Haisla Nation.
- Respond in writing to the requests for access to records and information submitted within thirty (30) working days from the date of receipt.
- Oversee record searches when requested from other departments.
- Produce inventories of electronic and physical information resources.
- Prepare Records and Information Management budget requirements for review by the Director, IT.
- Assist staff on a department or individual basis when questions or problems arise related to any recordkeeping issues.
Skills & Qualifications
- Post-secondary diploma (1-3 years) or equivalent in records management or a related field.
- 1 to 3 years of recent related experience.
- Experience working for a band government or Indigenous organization is an asset.
- Working knowledge of recordkeeping principles to develop and enhance a comprehensive RIM system.
- Excellent interpersonal and communication skills, both verbal and written, with the ability to engage effectively with diverse stakeholders.
- Strong organizational and time management skills, with the ability to manage multiple projects and deadlines.
- Strong analytical and problem-solving abilities, with a focus on data-driven decision-making.
- Strong working knowledge of Microsoft Office (Excel, Word, PowerPoint) and various databases, search engines, and Outlook/email.
- Willingness and ability to learn new software programs.
- Satisfactory completion of criminal records check (with vulnerable sector screening if relevant).
Why Join Us?
We are proud to offer a supportive and inclusive work environment where your contributions make a meaningful impact. In addition to a competitive salary, we offer a comprehensive benefits package, including:
- Extended health and dental coverage
- Pension matching up to 5.5%
- 10 days of standard vacation
- 5 days of paid self-care days
- 10 days of paid sick leave
- 10 paid days during the Christmas office closure
- 5 days of other leave for personal matters (e.g., medical appointments or household emergencies)
- Professional development and training opportunities
- Employee assistance program (EAP)
- Cultural leave and wellness initiatives
Salary Range: $30.35/hr - $35.71/hr
Position Type: Full-Time
Closing Date: Will remain open until the position is filled
While we sincerely appreciate all applications, only those candidates selected for an interview will be contacted.
