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Document Management System Specialist, Manchester
Client:
KPMG
Location:
Manchester, United Kingdom
Job Category:
Other
EU work permit required:
Yes
Job Reference:
a0fa009f96d9
Job Views:
4
Posted:
22.03.2025
Expiry Date:
06.05.2025
Job Description:
Role overview
This role is based within our internal Enterprise-Wide Technology department. Day-to-day the DMS Specialist will proactively operate as a business partner to stakeholders across the firm, enabling successful adoption and use of the firm’s DMS. This shall be achieved by developing and applying broad knowledge of our document repositories encompassing their architecture, integrations, and end-user requirements.
Working within KPMG’s procedures and guidelines and demonstrating a sound understanding of technical architecture, information management, information security, and privacy considerations, the role holder will apply knowledge of compliance requirements to identify how these impact the firm’s DMS implementation, adoption, and roadmap.
Role responsibilities
Day-to-day operations
* Coordinate between the Information Governance, IT Services, and other key stakeholders to provide subject matter knowledge as required.
* Be a trusted adviser on DMS incident and problem management resolution as required.
* Collaborate on the creation and maintenance of technical documentation for all DMS environments.
* Advise on capacity monitoring thresholds and parameters, based on implementation and adoption trend analysis across the firm.
* Be the DMS subject matter expert for integration and development requests.
* Analyse new technologies and workflows that will interface with the firm’s DMS.
* Provide DMS knowledge in support of Operational Resilience and Service Delivery activities.
* Apply knowledge of compliance requirements (e.g., Data & Information Management Standards and regulatory requirements) to identify how these impact the firm’s DMS implementation and adoption.
DMS roadmap and strategy
* Help evaluate vendor and market offerings around DMS, including cloud offerings.
* Consult with vendors in relation to product updates or enhancements.
* Produce options papers and recommendations for modifications and enhancement of DMS in collaboration with the firm’s Enterprise Architecture subject matter experts.
Awareness and adoption of DMS
* Deliver impact by raising awareness and successful adoption of the firm’s DMS.
* Recommend communication and awareness topics to be promoted, and identify any need for additional end-user guides, helping to create these.
* Record demos and provide ‘live’ walk-throughs of how to use the system, online and in person.
* Monitor and engage with end-users posting to our internal community board (Viva Engage).
DMS expertise to Programme and Projects
* Be the SME for DMS best practices and the technical lead in any subsequent upgrades and transformations.
* Help shape the business change required to embed new technology.
* Advise and support on data migrations of content to/from DMS.
DMS governance and lifecycle management operations
* Monitor lifecycle management within DMS, liaising with Data Owners and Data forums.
* Liaise with Information Management, Risk, and Data Owner colleagues to provide technical subject matter expertise to facilitate departmental record disposition within our DMS, capturing required evidence of actions performed to support annual compliance review.
* Provide adoption and governance analytics and insights.
* Following appropriate governance and approval steps, utilize our reporting tools to design and provide access to regular analytic reports and other insights as may be requested by Product, Process, and Data Owners.
Development of the firm’s strategic DMS roadmap
* Contribute to the ongoing service delivery and development of the firm’s strategic DMS roadmap by being appropriately informed on our internal strategic goals and objectives, product and vendor roadmaps, and incident and problem management trends related to our DMS.
* Input to options papers and recommendations for modifications and enhancement of DMS in collaboration with the firm’s Enterprise Architecture subject matter experts.
* Contribute to our technology and architecture assurance by reviewing proposed new technologies, integration requests, and workflows that will interface with the firm’s DMS.
* Provide timely best practice advice and identify and shape required change.
Person Specification
Technical - Required
* At least five (5) years of combined iManage Work10 and SharePoint Online technical experience, demonstrating an understanding of their architecture and configuration options.
* Demonstrable experience of applying both technical knowledge and information architecture understanding to advise on appropriate end-user adoption e.g., by having implemented suitable file schemes, taxonomies, and/or lifecycle logic.
* Experience writing end-user guides and documentation for a non-technical audience.
* Experience of working with SaaS and IaaS providers.
* Practical experience of data migrations.
Integration and development
* Experience of core desktop office application to DMS integrations.
* Working knowledge of Business Applications e.g., how DMS applications integrate with CRM, ERPs, BI tooling etc.
* Working knowledge of DMS application integration methods e.g. via API, PowerAutomate, REST API and .NET.
* Working knowledge of common programming languages e.g. SQL, T-SQL, C++, Python.
Helpdesk and site/workspace management
* Working knowledge of ServiceNow and workspace management and analytic systems (e.g., Litera Milan/CAM, MS Purview and/or other).
* Understanding of Active Directory user and group synchronisation processes.
* Understanding of information barrier technology e.g., MS Purview, IntApp Walls, iManage Security Policy Manager.
Other - Required
* Excellent communication skills, able to articulate how technical details impact business operations and adoption to non-technical stakeholders.
* Self-motivated and a problem-solver.
* Understanding of relevant Standards and Regulations impacting document and records management strategies: ISO 19475:2021, ISO 15489, ISO 27001, BS 10008, Data Protection Act 2018.
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