Job Descriptions: Document Management:
1. Develop and implement document management strategies, policies, and procedures to ensure efficient creation, storage, retrieval, and disposal of documents.
2. Oversee the implementation and maintenance of document management systems and software.
3. Establish and enforce document naming conventions, version control, and metadata standards.
4. Collaborate with stakeholders to identify document management needs and provide training and support to employees on document management best practices.
5. Conduct regular audits to ensure compliance with document management policies and standards.
6. Monitor document workflows, identify bottlenecks, and propose process improvements.
7. Ensure the security, confidentiality, and integrity of sensitive documents.
Collaboration and Communication:
1. Collaborate with cross-functional teams to gather document and record management requirements and provide guidance on best practices.
2. Liaise with IT teams to ensure the availability and functionality of document and record management systems.
3. Communicate document and record management policies, procedures, and updates to employees.
4. Provide training and support to employees on document and record management systems and practices.
Reporting and Analysis:
1. Prepare reports and analyze data related to document and record management activities.
2. Identify trends, issues, and areas for improvement in document and record management processes.
3. Make recommendations for enhancing efficiency, compliance, and information governance.
Record Management:
1. Develop and maintain a records management program that includes the identification, classification, retention, and disposal of records.
2. Establish and enforce recordkeeping policies and procedures in compliance with legal and regulatory requirements.
3. Coordinate the storage, retrieval, and archiving of physical and electronic.
4. Ensure records are accurately indexed, labeled, and stored in a secure and accessible manner.
5. Collaborate with relevant departments to develop and update record
retention scredules.
6. Conduct periodic audits to assess the effectiveness of the records management program.
7. Assist in the implementation of electronic records management systems.
Job Requirements: Formal Education
Bachelor's degree in a relevant field (e.g., Science, Information Management, Library Science, Business Administration) or equivalent experience.
Additional certifications or training in records management, document control, or information governance are advantageous.
Work Experience
Total Work Experience: 3 to 6 years
Total Relevant Experience: 1 to 3 years in Document Control
Experience directly related to document and record management, including roles in document management, records management, information management, or related fields.
Skills / Knowledge/ Qualifications
To include any specialized skill, knowledge and/or qualification needed.
1.Multi-tasked, resourceful, result-oriented and self-motivated
Close attention to details along with an acute sense of numbers, strong analytical and presentation skills
3. Strong stakeholders focus with excellent interpersonal communication skill and proven ability to work with people of all levels
4. Strong communication and business partnering skills in providing input for strategic decisions with inclination towards strengthening the business orientation or project requirements
5. Expert level generalist skills and the ability to mentor and provide guidance to other members
6. Proven experience in document and record management, preferably in a supervisory or managerial role.
7. Strong knowledge of document and record management best practices, standards, and regulations.
8. Familiarity with document and record management software systems and technologies.
Excellent organizational skills and attention to detail.
10. Strong analytical and problem-solving abilities.
11. Effective communication and interpersonal skills.
12. Ability to work collaboratively in a cross-functional environment.
13. Familiarity with compliance requirements related to document and record management.
Knowledge of information security and data privacy principles.