Senior Specialist: Records Management

6 months ago

Centurion, South Africa Secondments Recruitment Full time

**Job Advert Summary**:
To effectively and efficiently administer from creation through to use, storage, reuse, and disposition (destruction and/or archiving), all the recorded information and in-process records of the company, regardless of medium or characteristics. To develop and manage a company wide Records Management programme designed to ensure record keeping and records management practices effectively meet the institutions objectives and to ensure that records management practices of company comply with the legislative requirements, standards, and international best practices. To develop high-quality records management systems for the company and to develop and promote improved records management practice across the whole organization.

**Minimum Requirements**:
Preferred Minimum Education and Experience

Bachelor’s degree with relevant specialization in information and Library Sciences/ Archives and Records Management

5 years records and document administration or management experience, preferably within a Public Institution.

5 years’ experience in working with and/or implementing and managing an electronic documents and records management system.

5-7 years’ experience at management level

Critical Competencies

Legislation

Policy and Procedures

Business Acumen

Business Process and Performance Management Principles

Risk Management

Database development and management

Financial Principles

Additional Requirements

Extended hours as and when required

**Duties and Responsibilities**:
Key Performance Areas

1. Plan and review the records and Information management strategy and function for the company

Design, implement and administer specialized records management systems.

Develop and implement a records storage plan, which includes the short
- and long-term housing.

Identify and advise on records due for disposal.

Facilitate the Integration of records management into business systems and processes.

Managing the preservation of records with corporate memory and heritage

Identify, organize, and control information.

Establish staff capacity building around utilization of information.

Develop an information audit questionnaire / approach methodology.

Recommend corrective actions for non-compliance.

Maintain continuous monitoring & evaluation.

Develop records management training manual for new and existing staff.

Conduct information & Security awareness training

Develop the Records Management Strategy

Records Management policy (paper & electronic), sensitivity classification policy, Security classification policy.

The records classification system and associated procedures include guidance on referencing, titling, indexing and access restriction.

Records management procedure and guidelines are established, properly implemented, and efficiently maintained.

Covers all records generated by the institution (including e -mail and other electronic records systems).

Meets all legal requirements.

Meets the institutional mandate, mission, and objectives.

Addresses the needs of all users.

Addresses security classification procedure as prescribed by the security classification policy.

3. Integrated Document Management System

Implement an integrated document management system with appropriate records management and tracking functionality within the parameters of ECM tender 398, National Archives and Records Services requirements and Electronic Communications and Transactions Act.

All electronic documents are linked to the appropriate metadata that describes them and provides for their structure and context.

4. Classification (File Plan)

Evaluate the existing records classification systems.

Identify, implement, and maintain records classification systems approved by the National Archivist for that purpose.

Ensure that all records are stored and filed in a systematic and orderly fashion.

Maintain and update the master copy of the file plan.

Manage the overall use of the file plan.

5. Treatment & Physical Care

Identify and implement best practice in relation to the physical care and treatment of records in all formats.

6. Storage and Filing Systems

Evaluate existing storage and filing conditions/environment of records.

Identify best medium and systems for the storage and filing of records.

Ensure that identified best medium and filing systems are employed for the storage and filing of records adequate storage accommodation are provided for the records.

7. Access Control, Maintenance & Retention

To ensure that there is a systematic records retention and disposal programme in place.

Develop and continually update a legal and operational records retention schedule for the institution.

Ensure that records are only destroyed in terms of the retention schedule.

Ensure that certificates of destruction are issued for all destroyed records.

Ensure that non-archival records due for destruction are destroyed at least once a year.

Ensure that no archival records are destroye

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