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University Records Manager

Department: Office of the Secretary of the University Effective Date:

October, 2011

Grade: USG 13/14 Reports to: Secretary of the University

General Accountability

The university records manager is accountable to the secretary of the university for the implementation and effective management of the university’s records management program.

Nature and Scope

The secretary of the university has line responsibility for the following governance and corporate services: UW’s legal matters, UW’s risk assessment function, Conflict Management & Human Rights, Police Services, Safety, Records Management, and the Secretariat.

In June 2006, universities came under the provincial Freedom of Information and Privacy Protection Act

(FIPPA). Responding to formal questions under FIPPA is predicated on an effective records management

practice, with clear guidelines for categorization of documents, and an institutional ability to retrieve all documents pertaining to a request within a tightly prescribed time frame.

To address the foregoing circumstance and growing challenges with storing and maintaining both paper and electronic records due to the lack of a formal records management program, the university created the position of university records manager in 2007. The university records manager is charged with providing leadership and direction to establish and develop a records management program and services at UW.

Statistical Data

Specific Accountabilities

Working Conditions

Much of the time is spent sitting in a comfortable position, with frequent ability to move about. Located in a comfortable indoor area. The incumbent will spend a portion of his/her time interacting with individuals at all levels of the university community. Occasional lifting of moderate weight is required (e.g., binders, boxes of files).

There is frequent need to give close attention to various stimuli such as written material, and information communicated verbally to/from co-workers. There are strict deadline pressures and potential for multiple, sometimes competing priorities and frequent interruptions. Thoroughness, accuracy and attention to detail are required.

The incumbent will routinely deal with confidential and sensitive information and records.