Records and Information Management Expert

1. Objective of the assignment

WIPO is currently planning and preparing for the implementation of an Enterprise Collaboration and Content Management (ECCM) system based on M365 SharePoint, which will replace the Organization’s use of shared drives. As part of the ECCM project team, the Records and Information Management Expert will work with WIPO’s Business Units (BUs) to develop content structures to support the efficient lifecycle management of their records and information in SharePoint Online.

2. Responsibilities

Under the supervision of the Records and Information Management Officer, the Expert will work with BUs to develop content structures that will meet their business needs while facilitating the consistent application of records management actions and information governance requirements within the ECCM system. The Expert will inform BUs about records and information management best practices; provide advice on metadata use and naming conventions; and help them to prioritize their content for migration to the ECCM platform.

3. Deliverables/services

1. Business Units (BUs) transition to SharePoint

Participate in creating content structures and implementing the records and information
management framework within SharePoint.
• Engage with assigned BUs to gather requirements including conducting questionnaires
and workshops;
• Advise BUs on naming conventions and other information management best practices;
• Propose content structures and related settings for review and approval;
• Perform quality checks on implemented structures;
• If required, follow up with BUs to make adjustments to content structures or settings
during defined post-migration period.

2. Migration Advice to Business Units (BUs)

In preparation for the BUs’ migration to the ECCM platform, the Expert will:
• Assist the BUs in prioritizing content for migration, documenting the priorities, and
communicating them to the ECCM Project team.

3. Contribute to other tasks relating to the ECCM project as required.

4. Milestones

The Expert is expected to work with three to four BUs in parallel and to respect the agreed
delivery timelines.