Job Description
Our client is seeking a highly experienced Records Management Specialist for a three-month contract, with the possibility of a three-month extension. The ideal candidate will be responsible for developing and implementing records management policies, coordinating the transfer of records to storage facilities, and ensuring compliance with the organisation's standards.
Key Responsibilities:
- Immediately develop and manage the document movement plan
- Assess the current records/document management environment of the organisation and develop an assessment report and roadmap towards one comprehensive and uniform system
- Develop and review the applicable policies, processes, and procedures for records management for approval
- Identify, develop, and inform electronic records management system requirements and system development based on the overall needs of the organisation
- Classify data according to indexing methods and protocols
- Establish an on-site filing room system and resources
- Communicate the organisation's record management policies, processes, and procedures to staff departments and branches
- Develop and implement a change management process
- Ensure that the records management policies, processes, and procedures are adhered to across the organisation by monitoring and reporting on implementation
- Participate in the organisation's wide records-led initiatives (meetings, special projects)
- Capacitate each department with the relevant tools and skills to enable the maintenance of records in each department area
- Instruct department staff on procedures for retrieval of records from the Storage Facilities, and for accessing records held by the Archives Facility, providing advice when required
- Review Records Transfer Lists to ensure accuracy and completeness before signing and transmitting the lists to the Storage Facilities
- Return Lists to the transferring department for correction when required
- Send complete and accurate lists to the Storage Facilities
- Assist in resolving problems with the transfer process by communicating with responsible staff in department areas and with the Storage Facilities
- Receive copies of Transfer Lists after the records have been transferred and distribute to the appropriate department so that location and retrieval information is readily available to staff
- Assist in tracking, locating, and retrieving records by maintaining a central set of Transfer Lists or data
- Create and maintain effective relationships with departments to obtain the right information
- Obtain information from different departments and review to ensure appropriateness
- Collate collected information, and categorize it according to set specifications
- Oversee the management of electronic and paper-based information to ensure compliance
- Oversee the conversion of data from paper to electronic forms
- Ensure that all data is adequately protected from internal and external threats
- Ensure appropriate quality control within records management processes
- Create and maintain reports on records management processes, resources, and activities
- Ensure skills transfer and capacitation of IT and Records resources to ensure sustainability of processes
Requirements:
- Relevant certification/qualification in records/document management field
- More than 5 years of Records Management experience
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