Document control officer (archive)

Job Summary

 To Work in line with established procedures and archive guidelines for effective corporate archive records delivery and maintenance.

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

Job Description

v Sort, index, catalogue and arrange client archive records in accordance with accepted standards and practices using approved procedures/guidelines; and capture all record details into the client Catalogue database; update the catalogue and shelve records appropriately.


v Assist in setting up new head office archive and participate in the process of records transmittal and classification/indexing in preparation for transfer to clieng Archives; attend to routine enquiries for physical records by client staff.  Provide front desk administrative services including processing requests for records transfer and ensure prompt and orderly retrieval of files and records when required.


v Assist in the coordination of maintenance activities in the archives and preservation of valuable materials. Assist in maintaining periodic stocktaking of records in the archives enforcing ou client Records Retention policy, procedures and guidelines aimed at making company documents visible but secure.


v Carryout filing/boxing, organization and shelf management of records in the archives.  Prepare descriptions and reference aids for use in Archives such as shelf listing, indexes, shelf guides etc and ensure all archive records are properly catalogued and can easily be retrieved when needed.

v Assist in maintaining an inventory of Archive tools and conduct daily routine checks of these tools ensuring their appropriateness for use and carry out routine/general housekeeping in the Archive.


v Assist in managing the life cycle and retention period of Records and documents, carry out the sorting of duplicate records and, under supervision, carry out disposal of ‘end of life’ records with due approval(s).


v Undertake the photocopying, scanning, binding of records and other administrative functions/ relevant information services related to archive activities and perform other miscellaneous job-related duties as assigned. Carry out stationery orders for the archive based on required approvals.

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