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CRPQ and Archives Technician
Department: Eeyou Eenou Police Force (EEPF)
Report to: Inspector of Administration
Salary Grade: 4
Status: Permanent
Revision Date: April 2026
Job Code: EEPF03
Core Functions
The CRPQ and Archives Technician is responsible for administering and supporting the information management systems of the Eeyou Eenou Police Force (EEPF). The incumbent ensures the integrity, security, and traceability of records in compliance with applicable legislative frameworks. The role also supports the implementation and maintenance of document and archive management systems across the EEPF.
CRPQ / Police Records Management System (PRMS) Responsibilities
- Develop training materials (guides, procedures, and lesson plans) and deliver training to system users and police officers on CRPQ databases and PRMS software.
- Provide guidance and advice on procedures related to CRPQ databases and PRMS software and ensure compliance.
- Support users by visiting detachments to assist with the de classification, review, and preparation of files for disclosure, in accordance with the Loi sur l’accès aux documents des organismes publics et sur la protection des renseignements personnels.
- Ensure that personal information is handled and disclosed in compliance with applicable legislation.
- Perform quality control checks on CRPQ databases and PRMS software and processes; identify and report errors or irregularities.
- Monitor system usage and review potential misuse (e.g., unauthorized searches) and escalate concerns to the Inspector of Administration.
- Ensure compliance with CRPQ and PRMS security policies and procedures.
- Apply policies and directives related to records and archives management, including compliance with the Act respecting Bibliothèque et Archives nationales du Québec (B-1.2).
- Receive files from detachments, verify their completeness and integrity, classify them, and ensure proper registration in the archives room.
- Enter and maintain data in records management systems for active, semi-active, and inactive files.
- Prepare and maintain a schedule for the receipt of documents in accordance with retention and disposition requirements, and perform quality control to ensure the accuracy, completeness, and integrity of records, including:
- Identifying records that must be retained
- Removing files related to human death or those of historical value
- Supporting sampling processes in compliance with applicable legislation
- Review files that have probations
- Attend and verify file destruction processes to ensure compliance with legal and organizational requirements.
- Maintain and update the records retention calendar.
- Review the retention schedules and classification structures.
- Attend file destructions and verify that the legislative framework has been respected during the files’ destruction or their deposit.
- Answer and support the requests of information by all employees.
- Implement and communicate up-to-date document management policies and guidelines.
- Review and adapt the classification plan of all files.
- Develop, update guides or lesson plan related to CRPQ databases, PRMS software, and communicate of any changes related to these systems.
- Ensure consistency and compliance to the guidelines and procedures.
- Maintain up-to-date knowledge and skills in area(s) of responsibility including keeping current on best practices in the management of documents, including norms, laws and techniques.
- Perform other duties as required.
Education
- College diploma in Administration.
- One to three years of relevant work experience.
- Fluency in English.
- Fluency in French.
- Fluency in verbal Cree is an asset.
- Good knowledge of the legislative framework, the norms and the techniques relative to documents and archives management.
- Ability to develop and maintain effective working relationships.
- Customer-focused and service-oriented.
- Proven ability to communicate effectively, including with those not in the same specialized field.
- Proven ability to be discreet and maintain confidentiality.
- Demonstrated attention to detail and accuracy.
- Proven organizational skills.
- Demonstrated ability to adapt to a changing environment.
- Proficiency in Microsoft Office products.
- Typical office setting where there are no unusual physical demands.
- Ability to lift 10 pounds.
- Willingness to travel occasionally.
