Docstoc

Functions of Records Management

Document Sample
Functions of Records Management Powered By Docstoc
					             RECORDS MANAGEMENT
Positions:

    Archivist
    Library Information Officer
    Library Information Officer Legal
    Records & Information Analyst
                                                                                                                            Union Job Profile
    Job Title:                                                                                                             Job Code:
    Archivist
    Affiliation:
    Local 79 Full-time Unit
    Department:
    Corporate Services
    Division:                                                                                                              Date Prepared:
    City Clerk's Office                                                                                                    December 31, 2004



Job Summary:
To appraise, select, analyse and research archival and historical records for the City of Toronto and to provide of service to the
public.
Reports To:
Manager Archival Services
Direction Received:
N/A
Direction Exercised:
Various unionized jobs
Machines And Equipment Used:
Various office equipment, video and audio equipment, automobile.
Job Functions:

•       Conducts research and makes recommendation in the determination of archival acquisitions and selection of records in all
        media formats. Prepares reports.
•       Accesses, arranges, physically processes and describes archival records.
•       Makes recommendations with regard to the design, implementation and maintenance of automated systems to facilitate
        information retrieval.
•       Appraises records to determine their historical significance. Conducts reesearch on their fair market value and makes
        recommendations accordingly.
•       Assists and advises researchers in the use of descriptive tools and archival records, and makes materials available.
•       Provides a research and reference service for elected officials, City staff and the public and liaises with departmental staff
        regarding the use and storage of corporate records.
•       Researches and prepares in house and on-line exhibits and participates in the design of promotional items (posters, brochures,
        etc.) for the archival program.
•       Identifies issues associated with the conservation of archival records and works with the Conservator to implement the unit’s
        preservation management program.
•       Reviews government archival records to determine accessibility in response to requests made under the Municipal Freedom of
        Information & Protection of Privacy Act and reviews non-governmental records, during processing, to identify issues relating to
        personal privacy.
•       Prepares and gives lectures and articles on the City Archives for outside groups and assists in preparation of publications.
•       Conducts tours of the City Archives.



________________________________________________                                          ________________________________________________
For the City                                                                              For the Union

Date Approved:                                                                            Date Approved:

The above reflects the general details considered necessary to describe the principle functions and duties for proper evaluation/pay equity of the job and shall not
be construed as a detailed description of all the work requirements inherent in the job.
                                                                                                                                                          Page 1 of 1
                                                                                                                            Union Job Profile
    Job Title:                                                                                                             Job Code:
    Library Information Officer
    Affiliation:
    Local 79 Full-time Unit
    Department:
    Various
    Division:                                                                                                              Date Prepared:
    Various                                                                                                                December 31, 2004



Job Summary:
To maintain library services in a departmental or divisional library and maintain information resources.
Reports To:
Supervisor
Direction Received:
N/A
Direction Exercised:
N/A
Machines And Equipment Used:
Various office equipment.
Job Functions:

•       Compiles, classifies and catalogues information and materials. Determines subject content and assigns appropriate headings
        and classification numbers to identify the material.
•       Reviews and assesses variety of print and electronic publications, recommends materials to be purchased and provides costing
        information. Orders approved materials and catalogues incoming materials.
•       Answers requests for information from the public, city staff, elected officials, libraries etc. Researches and compiles materials
        in answer to reference inquiries. Distributes materials as appropriate and invoices for costs. Arranges inter library loans as
        needed.
•       Assists in the preparation of policies and procedures including the compilation of training manuals and subject bibliographies.
•       Evaluates and analyses library information needs and resources and makes recommendations. Provides continuous updates to
        Divisional staff of issues by scanning publications and extracting information relating to policy, programs and issues.
•       Sets up and maintains automated cataloguing system and databases.
•       Conducts regular and annual inventory of library materials.
•       Produces internal newsletters/bulletins on relevant materials and publications.
•       Circulates materials to staff and maintains statistical records and reports regarding library loans, usage and operations.
•       Organize displays in public areas using relevant posters and pamphlets.
•       Provides staff training and development with regard to the use of in-house library catalogue, electronic bibliographic databases
        and internet searching.
•       Undertakes, organizes and manages special projects.
•       Provides input into the library strategic, operational and work plans and marketing of library information services.




________________________________________________                                          ________________________________________________
For the City                                                                              For the Union

Date Approved:                                                                            Date Approved:

The above reflects the general details considered necessary to describe the principle functions and duties for proper evaluation/pay equity of the job and shall not
be construed as a detailed description of all the work requirements inherent in the job.
                                                                                                                                                          Page 1 of 1
                                                                                                                            Union Job Profile
    Job Title:                                                                                                             Job Code:
    Library Information Officer Legal
    Affiliation:
    Local 79 Full-time Unit
    Department:
    Corporate Services
    Division:                                                                                                              Date Prepared:
    Legal                                                                                                                  December 31, 2004



Job Summary:
To maintain library services for the Legal Division, to assist legal staff and to prepare and maintain research information materials.
Reports To:
Supervisor/Head Librarian
Direction Received:
N/A
Direction Exercised:
N/A
Machines And Equipment Used:
Various office equipment.
Job Functions:

•       Catalogues and classifies library materials using a computer system, including original cataloguing. Oversees copy
        cataloguing.
•       Evaluates and analyzes Division’s library/information needs and resources and makes recommendations for methods to
        improve access to such resources.
•       Designs, develops and maintains library databases.
•       Oversees the input of data into Library databases.
•       Liases with the Information Technology (IT) staff. Oversees electronic library resources supported by I.T.
•       Oversees invoice reconciliation of library accounts. Liaises with publishers and internal accounting group concerning invoices.
•       Provides reference assistance to Legal Services staff and online resources.
•       Provides requested documents from library resources and online services.
•       Provides orientation to Legal Services staff to library services and resources.
•       Provides training to staff in using legal resources, including library resources and legal online search services.
•       Creates legal research aids.




________________________________________________                                          ________________________________________________
For the City                                                                              For the Union

Date Approved:                                                                            Date Approved:

The above reflects the general details considered necessary to describe the principle functions and duties for proper evaluation/pay equity of the job and shall not
be construed as a detailed description of all the work requirements inherent in the job.
                                                                                                                                                          Page 1 of 1
                                                                                                                            Union Job Profile
    Job Title:                                                                                                             Job Code:
    Records & Information Analyst
    Affiliation:
    Local 79 Full-time Unit
    Department:
    Corporate Services
    Division:                                                                                                              Date Prepared:
    City Clerk's Office                                                                                                    December 31, 2004



Job Summary:
To analyze, develop and review systems, procedures and practices for the storage and retrieval of information for the Departments,
Boards and Agencies of the City of Toronto.
Reports To:
Manager Corporate Information
Direction Received:
N/A
Direction Exercised:
N/A

Machines And Equipment Used:
Various office equipment
Job Functions:

•       Researches and analyzes records and information management issues and prepares reports and makes recommendations
        regarding policies, procedures and systems.
•       Provides consulting services to Departments, Boards and Agencies on records management policies, procedures and practices.
•       Provides assistance in locating records for requests under the Municipal Freedom of Information and Protection of Privacy Act
        (MFIPPA).
•       Conducts needs information management analysis through interviews, observations and questionnaires to identify and resolve
        problems and improve existing systems.
•       Determines systems requirements for cost effective information handling, records creation, filing systems, classification and
        indexing systems, retention scheduling, retrieval methods and vital records protection.
•       Advises and engages in the design, development and auditing of manual or automated records and information management
        systems for collecting, processing, storing, retrieving, and protecting records and information for all City Departments.
•       Appraises, categorizes and classifies records and develops retention schedules and general subject index.
•       Assists in the establishment of vital records, archives and forms management programs.
•       Develops, organizes and conducts seminars, presentations and learning and development sessions for records management
        staff.
•       Collaborates with departments to determine the retention periods for records to be incorporated into the City’s Municipal Code.
        Researches federal and provincial statutes and regulations to determine legal requirements for records creation, retention and
        accessibility.
•       Monitors records management practices in the departments for compliance with established policies and procedures.
•       Develops manuals on policies and procedures on departmental record systems.
•       Recommends the design of records management forms to ensure proper analysis, and data capture of information assets and
        holdings.
•       Researches and makes recommendations on technological developments and the selection and acquisition of information
        retrieval and storage equipment.


The above reflects the general details considered necessary to describe the principle functions and duties for proper evaluation/pay equity of the job and shall not
be construed as a detailed description of all the work requirements inherent in the job.
                                                                                                                                                          Page 1 of 2
Records & Information Analyst


•    Liaises with senior records staff on the establishment of retention schedules.
•    Prepares retention by-law amendments for approval by Council.
•    Identifies and prepares inventory of manual and automated record systems and recommends the creation, amalgamation,
     reduction and elimination of records within the guidelines of established policies and procedures.
•    Coordinates responses to requests for records in response to audits, investigations and in support of management information
     needs.
•    Coordinates information management projects on behalf of corporate clients including the preparation of project plans and
     reports.




________________________________________________                                           ________________________________________________
For the City                                                                               For the Union

Date Approved:                                                                             Date Approved:

The above reflects the general details considered necessary to describe the principle functions and duties for proper evaluation/pay equity of the job and shall not
be construed as a detailed description of all the work requirements inherent in the job.
                                                                                                                                                        Page 2 of 2

				
DOCUMENT INFO
Description: Functions of Records Management document sample