Job DescriptionOur 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 planAssess the current records/document management environment of the organisation and develop an assessment report and roadmap towards one comprehensive and uniform systemDevelop and review the applicable policies, processes, and procedures for records management for approvalIdentify, develop, and inform electronic records management system requirements and system development based on the overall needs of the organisationClassify data according to indexing methods and protocolsEstablish an on-site filing room system and resourcesCommunicate the organisation's record management policies, processes, and procedures to staff departments and branchesDevelop and implement a change management processEnsure that the records management policies, processes, and procedures are adhered to across the organisation by monitoring and reporting on implementationParticipate 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 areaInstruct department staff on procedures for retrieval of records from the Storage Facilities, and for accessing records held by the Archives Facility, providing advice when requiredReview Records Transfer Lists to ensure accuracy and completeness before signing and transmitting the lists to the Storage FacilitiesReturn Lists to the transferring department for correction when requiredSend complete and accurate lists to the Storage FacilitiesAssist in resolving problems with the transfer process by communicating with responsible staff in department areas and with the Storage FacilitiesReceive 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 staffAssist in tracking, locating, and retrieving records by maintaining a central set of Transfer Lists or dataCreate and maintain effective relationships with departments to obtain the right informationObtain information from different departments and review to ensure appropriatenessCollate collected information, and categorize it according to set specificationsOversee the management of electronic and paper-based information to ensure complianceOversee the conversion of data from paper to electronic formsEnsure that all data is adequately protected from internal and external threatsEnsure appropriate quality control within records management processesCreate and maintain reports on records management processes, resources, and activitiesEnsure skills transfer and capacitation of IT and Records resources to ensure sustainability of processesRequirements:Relevant certification/qualification in records/document management fieldMore than 5 years of Records Management experience
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