Professional Records Management Consultant

24 hours ago

Pretoria, Gauteng, South Africa Thusa Batho Labour Solutions Full time
Job Description

Thusa Batho Labour Solutions is seeking a highly experienced Professional Records Management Consultant 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 organizational standards.

Key Responsibilities:

  • Develop and manage the document movement plan to ensure seamless record transition.
  • Conduct an assessment of the current records/document management environment, develop an assessment report, and create a roadmap towards a comprehensive and uniformed system.
  • Develop and review 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 organization.
  • Classify data according to indexing methods and protocols to maintain accurate records.
  • Establish an on-site filing room system and resources to ensure efficient record storage.
  • Communicate organizational record management policies, processes, and procedures to staff departments and branches.
  • Develop and implement a change management process to ensure smooth transitions.
  • Monitor and report on implementation of records management policies, processes, and procedures across the organization.
  • Participate in organizational wide records led initiatives (meetings, special projects).
  • Capacitate each department with relevant tools and skills to enable maintenance of records in each department area.
  • Instruct department staff on procedures for retrieval of records from storage facilities and provide advice when required.
  • Review Records Transfer Lists to ensure accuracy and completeness before signing and transmitting the lists to storage facilities.
  • Return Lists to the transferring department for correction when required.
  • Sending complete and accurate lists to storage facilities.
  • Assist in resolving problems with the transfer process by communicating with responsible staff in department areas and with storage facilities.
  • Receive 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 staff.
  • Assist 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

Rlevant certification/qualification in records/document management field
More than 5 years of Records Management experience

Salary Range: $60,000 - $80,000 per annum, depending on qualifications and experience.

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