Job specification Job title/position: Records Manager Number of positions: 1 Function and Business Unit: Quality and Risk Management Description of the role and purpose of the job: The Records Manager is responsible for management of the firm's records management (related to physical and electronic) processes and procedures including co-ordination of records destruction processes across the firm's business functions.
This includes the management of the firms physical archives and associated vendor, also providing assistance to the KPMG firms within Southern Africa.
While the Records Manager primary focus will be to support KPMG South Africa, the Records Manager will also be expected to support the other KPMG Southern Africa firms.Key responsibilities: Assist with the implementation, review, update, and management of the firm's Records Retention Policy • Manage the annual Records Retention Policy review, update and approval process, including communication to staff regarding policy changes.
• Ensure that the firm's Records Retention Policy adequacy addresses KPMG International and applicable legal and regulatory requirements.
Assisting business functions with the development and maintenance of records management procedures • Assist Business Functions across Southern Africa with the implementation of records management processes and procedures including records destruction.
Management physical arriving procedures and supplier • Management of the firms physical archive management solutions including system access review.
• Management of the firms physical preservation area.
• Management of requests to move physical documents to the firm's archive or to retrieve physical documents from the physical archive.
• Management of the firms physical archive service provider, including contract management, and ensure vendor invoices are reviewed and appropriately processed.
Co-ordination and management of the firm data destruction • Assist business functions in identifying records that might be due for destruction.
• Co-ordinate data destruction processes with the firms business functions and provide assistance to the other Southern Africa firms on the same.
• Management of data destruction request approvals process with the firm's Data Governance Oversight Committee, including ensuring that appropriate records of approval are maintained Develop and providing awareness and training to staff • Develop training and awareness material for staff on the firm's records retention policy, processes, and procedures.
• Distribute and provide in-person training to staff on records management and retention Determine reporting requirements • Liaise with Records Management Officer and technical teams to develop applicable reporting requirements Core competencies (attributes): • Attention to detail and accurate documentation • Able to work independently and as part of a team • Able to manage relationships at various levels • Ability to analyse and interpret data • Ability to organize and prioritise multiple tasks and work under pressure Minimum requirements to apply for the role (including qualifications and experience): Desired Qualification and Experience: • Grade 12 • Associated Degree • 3 - 5 years' experience in Records Management • Certificate in Information or Record Management • Archive and Records Management Qualification • Computer Literacy with experience in Microsoft products