CMPA Careers

■ RECORDS MANAGEMENT ANALYST

CONTRIBUTING TO THE CMPA

Privacy and Records Management (PRM) is a department within the Technology, Analytics and Privacy portfolio at the CMPA. The department provides governance oversight for privacy, records and information management, and artificial intelligence.

The Privacy Office takes an integrated approach to privacy by embedding privacy education, principles, and practices across the organization. Its responsibilities include managing personal information, assessing privacy risks, responding to information requests, conducting investigations, and ensuring compliance with legislative requirements.

Records and Information Management (RIM) ensures that business information is properly captured, classified, managed, and disposed of in accordance with approved retention schedules.

The department also includes the Library and Archives, which provide access to published and unpublished materials, research services, and educational outreach to support organizational information literacy.

In addition, PRM is responsible for the governance framework for artificial intelligence, including program planning and the processes for AI risk assessment.

POSITION OVERVIEW

The Records Management Analyst supports the Association by configuring and maintaining records management software to ensure accurate metadata, proper classification, and adherence to retention rules. They manage records throughout their lifecycle, performing quality checks and troubleshooting system issues. The role includes processing records requests, running reports, and supporting audits by ensuring system integrity and compliance with organizational and regulatory standards. Working closely with Information Security and IT, the analyst will also assist with user access management, product selection, system updates, and the implementation of new features or workflows to enhance records management operations.

POSITION ACTIVITIES

• Configures, tests, and maintains records classifications, retention schedules, disposition rules, and metadata structures within Documentum and other information management repositories, including Microsoft 365 and network drives. 
• Supports technical solutions for data deidentification, anonymization, pseudonymization, and deduplication in support of privacy and records management requirements. 
• Develop search and pattern analysis for PI and PHI in unstructured spaces.
• Define an automated records classification approach by identifying record types, metadata, and retention rules, mapping them to business processes, and validating classification logic for accuracy and consistency. Analyzes records system configurations, data structures, and lifecycle controls to identify gaps, compliance risks, or opportunities for optimization and automation. 
• Develops and maintains technical documentation, configuration standards, and procedures, and provides guidance or training to system owners and business users on records-enabled solutions. 
• Applies defensible disposition and lifecycle controls consistent with legislative, regulatory, and organizational requirements. 
• Ensures records management requirements are embedded in enterprise systems, including SugarCRM and Confluence.
• Monitors and audits compliance with records and information management by reviewing system configurations, metadata, retention and disposition rules, and automated controls, and by identifying, documenting, and escalating non‑compliance or control gaps for remediation.
• Audits RIM controls within enterprise systems to verify effective application of classification, retention, and disposition requirements.
• Explore emerging technologies for records and information management software to improve compliance and mature the RIM Program.

EDUCATION AND EXPERIENCE

• Bachelor’s degree in Records Management, Information Management, Information Technology, or a related field of study.
• At least 3-5 years of progressive experience in electronic records management or information governance, with a strong technical and systems focus.
• Certified Information Professional, Certified Records Manager, Information Governance Professional designations or equivalent is an asset.
• Strong working experience of Microsoft 365 services (Exchange, SharePoint, OneDrive, Teams)
• Strong knowledge of de-identification and de-duplication governance and compliance.
• Experience analysing records system configurations, data structures, and lifecycle controls to identify compliance risks and optimization opportunities
• Strong analytical, documentation, and stakeholder‑communication skills to support internal processes.
• Experience in quality control, audit, and monitoring methods, practices, and tools
• Comprehensive project management experience, working within a high volume, deadline-driven environment

SKILLS AND ABILITIES

• Ability to meet tight deadlines and perform well under pressure with competing deadlines
• Client relationship skills: ability to work with internal or external clients on a regular basis, identifying their needs and investigating solutions
• Analytical thinker with critical attention to detail and accuracy
• Advanced computer skills, specifically, records management systems
• Organizational skills; ability to work independently and within a team and prioritize workload
• Strong verbal and written communication skills (in English)
• Ability to handle confidential information with discretion and diplomacy
• Ability to take initiative, exercise judgement, and remain professional while attending to multiple priorities
• Ability to make sound decisions while working with minimal supervision
• Ability to analyse and provide solutions to both technical and non-technical problems
• Ability to create and deliver presentations to technical staff, end users, and management
• Ability to perform work outside of normal business hours on occasion
• Interest and ability to stay current in field through professional development opportunities (ex, conference attendance).

POSTING DETAILS

• Job type: This is a regular full-time opportunity.
• This posting is for a newly created role.
• Salary range: $85,500 to $99,400 – this role is classified as a level 8.
• Location: Hybrid - Primary Remote. You can work from a home-based office the majority of the time within the provinces of Ontario and Québec, with regular on-site presence at the CMPA office (1-2 days per week). If you prefer, you can choose to work out of the CMPA office in Ottawa, Ontario near the beautiful Dow’s Lake.
• Skill assessment: selected candidates may be required to complete a skill assessment.
• Application deadline: April 10, 2026 at 4:00pm EST.

The CMPA is an equal opportunity employer and is committed to being responsive to those living with disabilities and strives to prevent and remove barriers to accessibility. The CMPA will provide support and accommodation in its recruitment processes to applicants living with disabilities. If you are invited to participate in an interview and/or skills assessment and have accommodation needs, please let us know.

Equity, diversity, and inclusion (EDI) is a key priority, and we actively strive to build a culture of inclusion where employees can be their authentic selves and are valued for their diverse experiences and perspectives.

We welcome and encourage candidates from diverse backgrounds and a variety of lived experiences to apply.