Archivist/Records Manager

Job Summary

To develop and manage a records management programme designed to ensure that records keeping and records management practices effectively meet the customers’ objectives.

  • Minimum Qualification: Degree
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description

Qualifications and Experience

  •  Relevant bachelor’s degree including records management, or a relevant technikon qualification including records management and archiving and/or have appropriate professional knowledge and experience in the field of paper-based record and electronic records management.
  • Have extensive experience in administration and organizational structures and functions. 

Tasks:

  • To conduct annually strategic planning sessions
  • Reinforcing the link to planning, as objectives for records management program should be closely aligned to higher-level corporate objectives; 
  • To understand the concept of records management and all the different functions;
  • To understand and market the position of records management in the organisation;
  • To be familiar with the records management legislation;
  • To be familiar with all the records management standards.
  • Manage information as a company resource and ensure that the company complies with all legislation. 
  • To understand, advise and implement relevant acts.
  • To know how to control the entire life cycle of records, from creation, to maintenance, use and eventual disposal.
  • Implement a records management strategy:
  • Secure senior management buy-in into good records keeping and best records management practices;
  • Ensure that good records management and best records management practices are added into the broader information management strategy and strategic plan;
  • Relate good records keeping and best records management practices to the objectives of the customer.
  • Establish and maintain a records management unit:
  • To evaluate the information situation at the customer by conducting an information audit/survey;
  • To compile the proposed file plan;
  • To implement a central document warehouse;
  • To introduce records management policies and procedures.
  • Ensure records are filed according to the approved file plan, which provide for quick and efficient retrieval of information and facilitate the implementation of authorised disposal and retention:
  • To do regular checks regarding the allocation of reference numbers;
  • To follow disposal and retention procedures according to the country legislation;
  • To continuously evaluate and amend the file plan. 
  • To ensure that information contained in records is managed effectively throughout the customer by drafting the proposed records management plan:
  • To formulate a records management policy;
  • To get this policy approved by the customer; 
  • To implement such a policy;
  • To secure that all staff members buy-in into complying with the policy;
  • To renew such a policy every year.
  • Ensure records management procedures and guidelines are established, properly implemented and efficiently maintained:
  • To compile records management  procedures and guidelines; 
  • To implement procedures and guidelines; 
  • To secure that all staff members buy-in into complying with the procedures and guidelines;
  • To implement change management.
  • Adhere to information security classification and declassification procedures:
  • To implement sensitivity classifications.
  • Identify essential records and advise the customer of potential disaster recovery risks on their premises:
  • Conduct a risk analysis;
  • Compile an information inventory of all existing records and identify all vital and important records;
  • Secure that all store rooms comply with safety regulations; (e.g.: Fire, water, pests etc.)
  • Ensure that evaluation criteria is in place to monitor compliance with sound records management practices:Compile such a criteria;
  • Apply these criteria consistently.
  • Keep all records in safe custody:
  • See that all records are behind lock and key and secure that only authorized persons are allowed to access the records;
  • Ensure instructions in respect of confidential/secret files are adhere to.
  • Ensured records are preserved under the correct conditions. (E.g. light, fire water etc.)
  • Ensure that the records management staff participate in the planning of all new electronic systems to ensure that records keeping and records management requirements are linked with the appropriate metadata that describes them and provides their structure in context:
  • Train and supervise relative staff members.
  • Have regular meetings with staff and IT personnel.
  • Oversee records management staff and ensure that they acquire the skills to manage records effectively:
  • Ensure that job-descriptions are well formulated;
  • Ensure that records management policies, procedures and guidelines are up to date;
  • Staff members to receive appropriate and ongoing training;
  • Evaluate staff members against job-descriptions;
  • Do spot checks on work output;
  • Have regular staff meetings.

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