Senior Specialist, Policy & Information Governance

Position Summary:

The Senior Specialist Policy & Information Governance supports the design implementation and ongoing administration of the organizations enterprise policy-management and records-governance frameworks. The Senior Specialist coordinates the full lifecycle of corporate policies procedures and other controlled documents including development review approval publication communication periodic review revision and retirement. Working closely with Legal Compliance Human Resources Privacy Cybersecurity Information Technology and business owners the Specialist Policy & Information Governance maintains reliable governance processes project controls records and reporting while helping ensure that information is managed in accordance with applicable legal regulatory contractual and operational requirements.

Key Accountabilities:

Policy and Controlled Document Management

• Lead and administer the enterprise policy-management framework and coordinate policies standards procedures and other controlled documents through each stage of their lifecycle.

• Drafts revises and conforms policies assigned within the enterprise policymanagement framework ensuring alignment with organizational standards and governance requirements.

• Create and maintain the central policy inventory document hierarchy ownership assignments approval authorities effective dates review cycles version history and evidence of approval.

• Coordinate and communicate with cross-functional document owners and subject-matter experts to support and produce clear consistent and timely drafting review consultation approval and publication processes.

• Review documents for adherence to approved templates governance requirements naming conventions document-control standards and accessibility expectations without replacing the accountable owners responsibility for substantive content.

• Monitor upcoming and overdue reviews escalate delays or gaps and produce regular status reports and metrics for management and internal audit functions.

• Support enterprise policy communication implementation and attestation processes including coordination with Communications Human Resources Learning and Development and operational leaders.

• Identify obsolete duplicative inconsistent or uncontrolled documents and coordinate their consolidation replacement archiving or retirement.

Information and Records Governance

• Support the development implementation and maintenance of records-management policies classification structures retention schedules disposition procedures and related guidance.

• Coordinate inventories of physical and electronic records across business units locations repositories shared drives collaboration platforms and approved systems.

• Work with Legal and accountable business owners to map record categories to approved retention and disposition requirements and to document decision-making and approvals.

• Coordinate secure and defensible records disposition including eligibility review business-owner confirmation legal-hold verification approval vendor activity certificates of destruction and audit records.

• Ensure that records potentially subject to litigation investigation audit regulatory inquiry or other preservation requirements are excluded from disposition unless Legal provides documented authorization.

• Support physical-record storage retrieval digitization and destruction activities including vendor coordination chain-of-custody documentation and reconciliation of inventories.

• Partner with Information Technology Cybersecurity and system owners on digital retention deletion access migration and repository-management initiatives.

• Maintain complete and auditable records of inventories approvals holds exceptions destruction activity and project outcomes.

Project Management

• Plans and delivers cross-functional projects involving the inventory classification retention digitization storage and defensible disposition of physical and electronic records.

• Develop and maintain project charters workplans schedules milestones dependencies risk and issue logs decision records budgets and status reporting for assigned initiatives.

• Lead cross-functional project meetings coordinate internal and external resources track deliverables and follow up on commitments to support timely completion.

• Translate legal regulatory and governance requirements into practical implementation plans procedures controls and measurable deliverables.

• Identify project risks resource constraints control gaps and competing priorities escalate them promptly and recommend practical solutions.

• Support change management stakeholder engagement communications and training required to embed new policy and information-management practices.

• Establish project and operational metrics and prepare concise progress exception and completion reports for management and governance committees.

• Act as key point of contact to manage all applicable third-party record retention document destruction or change management vendors.

Governance Advice and Continuous Improvement

• Provide practical guidance to employees and document owners on policy lifecycle document control records classification retention storage and disposition processes.

• Develop and maintain templates procedures toolkits training materials and user guidance.

• Monitor adherence to approved governance processes document exceptions and support remediation of identified gaps.

• Assist with audits regulatory inquiries litigation readiness investigations and information requests by locating and producing reliable governance records.

• Monitor relevant standards technologies and leading practices and recommend proportionate improvements to systems and processes.

Stakeholder Management

• Serve as a key point of contact for internal teams requiring policy management and records governance support.
• Provide guidance and training on related topics to internal stakeholders fostering awareness of standards and best practices.
• Develop and deliver training sessions for internal teams to bolster understanding of policy management and records governance.

Reporting & Documentation

• Maintain accurate and up-to-date files records and correspondence.
• Generate regular reports on above-noted categories.

Education & Experience:

• Post-secondary degree or diploma in business administration information or records management library and information science legal administration project management or a related discipline preferred or an equivalent combination of education and relevant experience.
• Minimum three years of progressively responsible experience in policy administration document control records management information governance compliance legal operations or a related field.
• Demonstrated project management experience is required including responsibility for planning coordinating and delivering cross-functional projects with defined milestones risks dependencies and reporting obligations.
• Experience managing or supporting the disposition of physical and electronic records including retention schedules documented approvals legal holds secure destruction and audit evidence is strongly preferred.
• Experience in a regulated multi-site or geographically dispersed organization is an asset.
• Experience working with Microsoft 365 including SharePoint and Teams and with policy management document-management or records-management platforms is preferred.
• Project management training or certification such as PMP CAPM or an equivalent credential is an asset.
• Records or information-governance education or certification such as CRM IGP or equivalent training is an asset.
  

Knowledge Skills and Abilities:

• Working knowledge of policy governance document control records lifecycle management retention and defensible disposition principles.
• Strong project planning organization and execution skills with the ability to manage multiple workstreams stakeholders and deadlines.
• Strong written communication and editing skills with careful attention to clarity consistency and detail.
• Sound judgment and the ability to recognize when legal privacy cybersecurity regulatory or operational advice is required.
• Ability to translate complex requirements into practical workflows tools controls and communications.
• Strong analytical and problem-solving skills including the ability to identify gaps assess risk and recommend workable solutions.
• Strong interpersonal and facilitation skills with the proven ability to build effective relationships communicate with cross-functional teams and influence without direct authority.
• Discretion and demonstrated ability to handle confidential privileged and sensitive information appropriately.
• Proficiency with Microsoft Office applications and comfort learning and administering technology-enabled governance tools.