Senior Specialist: Records Management

6 months ago

Centurion, South Africa Land Bank Careers Full time

**Job Advert Summary**:
The Land and Agricultural Development Bank of South Africa (Land Bank) is South Africa’s only specialist agricultural bank established in 1912, the bank’s sole objective is to serve South African commercial and emerging farmers and bring specially designed financial services within their reach. These services enable farmers to finance land, equipment, improve assets and obtain production credit. The Land Bank provides financial services that have moved with the times and continues to provide services to agri-business and constantly reviews its offerings to ensure that they match the needs of an industry. As change has swept across the sector in South Africa the socio-economic makeup of agriculture has altered, bringing new entrants from historically disadvantaged backgrounds on to the land, these new farmers, facing the challenges of establishing sustainable agri-businesses across the agricultural value chain, Land Bank has been a commercial lifeline offering appropriately designed financial products that facilitate personal and commercial viability in a sector that is vital to the sustainability of South Africa and its people.

**MAIN PURPOSE OF THE JOB**

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 Land Bank, regardless of medium or characteristics. To develop and manage a Land Bank 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 Land Bank comply with the legislative requirements, standards and international best practices. To develop high-quality records management systems for the Land Bank and to develop and promote improved records management practice across the whole organisation.

**Key Performance Areas**:
**1. Plan and review the records and Information management strategy and function for the Bank**
- 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 s

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