Electronic Document Management (EDMU) Manager
Regular, Full Time
Surrey Police Service (SPS) is Surrey’s new municipal police agency. On November 29, 2024, SPS became the police of jurisdiction, and assumed responsibility and command for policing and law enforcement in Surrey. SPS is working to redefine policing with innovative new approaches and community-based solutions. It’s an exciting time as SPS continues to expand our team with talented people who want to help shape the future of policing in Surrey. To date we’ve hired over 550 police officers and over 450 civilian support staff and will grow to be one of the largest independent police services in Canada. Since day one, SPS has been intentional about building a culture that is inclusive, respectful and supportive, with a strong focus on employee wellness and career development.
POSITION OVERVIEW
Surrey Police Service (SPS) has an exciting opportunity for an Electronic Document Management (EDMU) Manager to join our Information Management and Technology Division, within the Corporate Services Bureau. Reporting to the Manager, Information and Evidence Management, the EDMU Manager oversees the daily administrative needs of Surrey Police Service (SPS’s) Electronic Document Management Unit and management of supervision of staff. The incumbent analyzes the compliance of administrative work completed by staff to policy and business rules that govern the storage of information and monitors the quality of the work performed. The incumbent is also responsible to ensure SPS policies and procedures are up-to-date and compliant with Provincial Policing and Information Management laws and standards.
Schedule / Hours of Work
The anticipated schedule for this position is 37.5 hrs/week. Please note, the hours are subject to change based on operational needs and adherence to the Collective Agreement.
RESPONSIBILITIES
- Oversee administrative information management including storage, retention, disposition, metadata application and auditing.
- Coordinate, develop, implement, and assist with strategies to ensure efficient and effective delivery of file management services.
- Direct overall day-to-day operations of Electronic Document Management Unit.
- Monitor, audit and ensure integrity of information architecture
- Manage and review any future change requests to ensure alignment with organizational standards.
- Oversee and implement changes to the SPS file plan ensuring it remains current and compliant with organizational policies and legal requirements.
- Collaborate with department heads for EDRMS implementation ensure alignment with departmental needs and objectives.
- Manage SharePoint security and access controls, oversee security protocols and manage access to the SharePoint Information Architecture ensuring that all permissions are appropriately assigned and regularly reviewed for compliance.
- Identify and assess the EDMU unit's current resource allocation, budgetary requirements, and forecast future resourcing needs to ensure the unit is equipped to handle evolving demands.
- Disseminate governance decisions to business units, share decisions made by the SharePoint Governance Team ensuring communication of impacts or required actions.
- Track and report key performance indicators (KPIs) related to classification accuracy rates, identifying areas for improvement, and ensuring compliance with established standards.
- Confirm retention and initiate disposition, seek confirmation from Business Units regarding files that have met their retention period and coordinate the purging process in accordance with organizational policies.
- Prepare and submit status reports to Manager Information and Evidence Management, regularly create detailed status reports for the Director of Information Management and Information Technology (IMIT), providing insights into EDMU operations, progress, and any issues needing attention.
- Serve as the primary contact for EDRMS vendor management, overseeing system upgrades, ensuring contractual obligations are met, and coordinating with vendors to address any system-related concerns.
- Maintain active membership in SharePoint Governance Committee and contribute to the development and enforcement of governance policies and practices.
- Complete periodic gap analysis of EDMU, research and make recommendations on Records Management organizational policies as applicable.
- Create and implement business rules for internal employees consulting with cross departmental managers, influencing external agency processes while coordinating activities.
- Assist in managing and preparing annual operating budget.
KNOWLEDGE, SKILLS AND ABILITIES
- Have excellent strategic, detail-oriented and proficient leadership, communication, and problem-solving skills.
- Have experience managing electronic records and information systems.
- Competent working with tools like SharePoint and EDRMS.
- Understand records retention, privacy rules, and how to keep systems secure and up to date.
- Able to plan resources and budgets, track performance, and work closely with vendors to ensure efficient systems operations.
- Strong team player who can explain policies, share updates, and support others in following best practices.
QUALIFICATIONS
- Diploma in a related discipline supplemented with completion of progressive certifications, and/or training in court service administration, legal developments, and team leadership skills.
- Five years of experience in a related environment such as justice system/services administration, public sector and/or multi-union environment including experience in a leadership role.
- All applicants must obtain and maintain the required police security clearance throughout their employment with SPS, which includes a mandatory polygraph examination.
BENEFITS & COMPENSATION
Surrey Police Service offers a comprehensive benefits package, including extended health and dental coverage, a defined benefit pension through the Municipal Pension Plan, generous vacation entitlements, and ongoing professional development. Employees also benefit from short-term and long-term disability coverage, travel and life insurance, discounted access to City of Surrey recreation facilities, and a dedicated Employee Services team providing personal and family support. With a strong focus on well-being, career growth, and work-life balance, SPS is committed to fostering a supportive and rewarding workplace. Note – The aforementioned benefits only apply to eligible full-time positions within SPS.
- This is an Exempt position
- The salary range is $104,807 - $123,302 (pay grade M2) based on 2024 rates.
Applications must be submitted through our online Careers page. This posting will remain open until 11:55pm on October 24th, 2025; however, applications will be reviewed on an ongoing basis. We encourage interested candidates to apply as soon as possible, as the posting may close earlier if a suitable candidate is selected.
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Thank you for your interest in working with SPS. We pride ourselves on hiring members that model the mission, vision, and values of SPS through unquestioned integrity and sustaining a visible, credible, inclusive, and respected profile.