Information Management Officer

6 months ago

Canberra, Australia Department of Agriculture & Water Resources Full time

APS 5 - $78,548 - $86,168 per annum plus superannuation
- Digital Services Division
- Canberra, ACT
- undertakes administrator duties and provides user support for the department’s EDRMS
- has primary responsibility for the management of the department’s paper files
- coordinates digitisation of records and helps prepare files for transfer (to other agencies, storage or the National Archives) or disposal.

**Who we are**
Digital Services Division (DSD) is responsible for enabling Information and Communication Technology (ICT) functions and activities in the department. The division provides a secure, modern ICT environment so that the department can conduct its business 24/7 and focus on achieving departmental outcomes. DSD staff work collaboratively across the department, taking advantage of advances in technology, to deliver end-to-end services and solutions that are nationally consistent and deliver organisational and business benefits.

Digital Platforms and Products Branch provide the wholesale digital platforms and services that underpin the department’s retail digital products and corporate systems. We provide the architectural guardrails for design and implementation of digital systems in the department to ensure sustainability and enable innovation. We drive and support the adoption of DevOps practices to enable faster and more robust delivery of IT systems, including the uplift of testing practice. We manage digital platforms and products relating to Information and Records Management, ERP Systems and Web Systems.

The Information Management team provides advice and support to departmental officers located across Australia and overseas for managing business information and records. Responsibilities of the section include:

- developing and maintaining the department’s recordkeeping policies, strategies and procedures to support the National Archive of Australia’s (NAA) Building Trust in the Public Record Policy
- coordinating and preparing departmental compliance reporting relating to information management
- liaising with external authorities, including the NAA, on behalf of the department
- developing and maintaining the department’s Business Classification and Records Authorities
- administering and supporting the records management system (Content Manager), including incident management and staff training
- providing advice about digital information management principles and practices
- assisting with the managed sharing and transfer of information between departments during machinery of government changes
- managing the physical archives of the department, including periodic census of paper record holdings, sentencing and destruction projects, preparation of RNA records and digitisation services
- providing expert advice to the department relating to new ways of working and technological changes that will assist with information management compliance
- working with IT, cyber, data and privacy stakeholders to improve overall information governance.

**The Job**
The Information Management Officer has an important role in the ongoing support for digital recordkeeping in the department and the administration of Content Manager (the department’s EDRMS). The position also has primary responsibility for the management of the department’s paper files and may be asked to assist with delivery of training in the use of Content Manager to manage digital records. As an Information Management Officer, you will undertake the following activities:

- provide help desk support to staff on digital and paper records management, including incident management for Content Manager
- perform administration duties in the records management system, Content Manager, such as: create and de-activate user accounts, routine maintenance tasks to maintain the integrity of the system, import/export records, process paper file creations, file requests and movements, quality assurance of record metadata and classification of records
- perform paper file audits and conduct census activities
- prepare records for transportation to and from offsite storage facilities, vendors and the NAA
- digitise paper records, including the sentencing and destruction of paper files using NAA and agency specific records authorities.
- assist with the delivery of training to departmental staff on the use of Content Manager and development of training materials.
- develop records management help cards for review and publication.
- run statistical reports on recordkeeping usage and training.
- promote and demonstrate the principles and practices of Equity and Diversity, WH&S and adhere to the APS Values and Code of Conduct.
- Knowledge and experience_
- practical experience in the use and administration of a recordkeeping system to manage both paper and digital records, including knowledge of technology and systems that support information management.
- experience with digital and paper recordkeeping procedures and providing help de

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