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 oraganisation's standards.
Key Responsibilities: Immediately develop and manage the document movement plan Assessing the current records/document management environment of the organisation and developing as assessment report and roadmap towards one comprehensive and uniformed system Develop and review the applicable policies, processes, procedures for records management for approval Identify, develop and inform electronic records management system requirements and system development based on overall needs of the organisation Classify data according to indexing methods and protocols Establish an on-site filing room system and resources Communicating the oragnisation's record management policies, processes and procedures to staff department 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 Participating in the organisation's wide records led initiatives (meetings, special projects) Capacitating each department with the relevant tools and skills to enable the maintenance of records in each department area Instructing department staff on procedures for retrieval of records from the Storage Facilities, and for accessing records held by the Archives Facility and providing advice when required Reviewing Records Transfer Lists to ensure accuracy and completeness, before signing and transmitting the lists to the Storage Facilities Returning Lists to the transferring department for correction when required Sending complete and accurate lists to the Storage Facilities Assisting in resolving problems with the transfer process by communicating with responsible staff in department areas and with the Storage Facilities Receiving copies of Transfer Lists after the records have been transferred and distributing to the appropriate department so that location and retrieval information is readily available to staff Assisting 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 Classify data according to indexing methods and protocols 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 in management field More than 5 years of Records Management experience