Junior Information and Records Coordinator

Job Summary

Under the supervision of the Supervisor, Information and Records Operations - IMTD, the Junior Information and Records Coordinator (JIRC) assists the Intermediate Information and Records Coordinator (IIRC) to undertake the daily functions of IDRC Information and Records Operations (IRO) program and systems to provide an efficient and effective service to the Centre clients. The JIRC helps processing information resources of ongoing and/or enduring value in support of the IRO program by following established procedures and performing the digitization of key documents.  He/she supports the IIRC to ensure that IDRC records and information are organized, retained and disposed of in compliance with generally accepted recordkeeping principles and internal and external regulations and legislation. Quality control, oversight and information auditing are also part of the responsibility of this position.

The position also assists with IDRC digital assets by ensuring that any media other than text is be fully supported by performing conversion, cataloguing, indexing and storing to be able to retrieve. Preserving the corporate memory and make available for such material for Centre staff internally is the purpose of such exercise.

Primary Duties or Responsibilities

Support and Client Services

  • In collaboration with the IRC, provides services to IDRC staff by ensuring that information and records are classified and processed according to IRO procedures and retrievable for clients. More specifically:
  • Registers records according to IDRC IRO procedures to begin the records management process;
  • Performs assigned data entry to populate IRO software and Digital Library system for project research outputs according to established procedures;
  • Performs file maintenance tasks including interfiling and applying tracking or identifying labels to maintain the records and information repository integrity;
  • Responds to specific requests by searching, locating, retrieving, and delivering records, information, published and unpublished material or research outputs through established procedures and delivery systems in a timely manner;
  • Assists processing to consolidate or close files in accordance with established IRO procedures;
  • Performs assigned tasks that support the organization’s legal hold process by helping the IIRC to ensure overriding existing retention and deletion rules established and preventing alteration or destruction of any IDRC data until the legal action has been resolved.Retrieves records to support resumption of business activities;
  • Maintains IDRC research resources and collection (books, serials and research outputs) to ensure effective access and retrieval by:
    • shelving corporate materials, reference collection and serials library materials on a daily basis;
    • doing shelf-reading on a regular basis;
    • discarding document to be digitized;
    • ensure with Communications that IDRC publications are indexed and uploaded to IDRC Digital Library (IDL) to be made accessible throughout IDRC public website.
  • Controls physical inventory by identifying and correcting discrepancies to ensure the availability of data for business and regulatory use;
  • Provides assistance and makes suggestions to Information Management and Solutions Application (IMAS) team in using controlled vocabulary (e.g., thesauri, taxonomies);
  • Supports digitization processes in Regional Offices by supporting RO IM/IT Reps to select various equipment, adopt the format and the standard in use at the Centre;
  • Performs basic Records Centre operations in accordance with established IRO procedures like maintenance of SharePoint Terms Store, helping managing permissions etc. ;
  • Receives, downloads and archives electronic corporate and project documents for the Library electronic documents repository; and
  • Creates, annotates, catalogues, stores, retrieves and distributes digital assets (digital photographs, animations, videos, audio tapes, e-books and other media content) by following established IRO procedures:
    • ensuring material is catalogued to be able to retrieve;
    • ensuring to capture public website and intranet snapshot on regular basis.
    • scanning hard copy documents;
    • converting electronic documents to the standard format;
    • scanning images using the standard format in place;
    • converting video and audio tapes and any other media content to a digital format.

Information and Records Operations (IRO) Program Support

Support processing information resources by applying established procedures and monitoring the IRO system. He/She also contributes to the development of projects and new procedures that support enhancement of the IRO program. More specifically:

  • Undertakes information quality control, over sighting and auditing to guarantee IDRC records and information consistency by validating and verifying the data in the IRO software application according to established guidelines and procedures;
  • Provides input as appropriate for selecting software for digitization, for managing images, video, webpages or for managing research outputs  to best support the IRO program;
  • Assists with reviewing the IRO forms inventory so it is current and consistent with IDRC needs;
  • Follows the digital preservation strategy for all the mediums that IDRC retains and determine the standard format to be used for long term preservation and draft documents and guidelines on how to be used;
  • Assists in the appraisal and analysis of recorded information for retention purposes and supporting the implementation of the organization’s approved retention schedule;
  • Reviews and updates data to increase efficiency of the record repository and perform data normalization, cleanup, and reconciliation activities;
  • Supports at tier 1 and 2 level IRM technology applications; and
  • Liaises with IMAS team for any IDL enhancement, migration, pilot testing and mapping collections.

Project Support

  • Participates in IRO enhancement initiatives and projects as a team member by undertaking research, investigations, evaluations and testing of new or enhanced business procedures, or systems;
  • Participates and provides feedback to disaster recovery planning and drills to provide the availability of and access to organizational records and information following a business disruption;
  • Documents the disaster recovery process as directed in accordance with IDRC’s disaster recovery plan.

Job Scope

The Junior Information and Records Coordinator works closely to the Intermediate Information and Records Coordinator to support him/her performing day to day business assigned to this position. The JIRC ensures that IRO program is followed by IDRC’s staff by undertaking information quality control, over sighting and auditing to guarantee IDRC records and information consistency. He/She  makes sure that IDRC records and information are organized, retained and disposed of in compliance with generally accepted recordkeeping principles and internal and external regulations and legislation. In addition, he/she  helps processing information resources of ongoing or/and enduring value in support of the IRO program by following established procedures. Digitization and digital assets management are main tasks to guarantee that digital asset remain accessible and retrievable when needed.