Records Management Associate

The Records Officer is responsible for maintaining, organizing, and securing all company records and documents. This role involves overseeing the lifecycle of records, from creation and classification to retention and disposal, ensuring compliance with legal, regulatory, and organizational standards. The ideal candidate will manage both physical and digital records, implement records management systems, and support teams in efficient information retrieval and archiving.

Responsibilities:

1. Manage the company database and masterlist to ensure quick and easy access to information

2. Conduct Inventory of all records in HQ and offsite storage facility

3. Manage the digitization and storage of soft and hard copies.

   - Performs appraisal, indexing and quality assurance of scanned documents

   - Regular audit of scanned records

   - Back-up of online file to the secured drive

4. Classify documents based on the Records Series

5. Assign records retention period, based on the approved Records Retention Disposal Schedule (RRDS)

6. Update filing of active records

7. Manage disposal of obsolete records

   - Review and prepare list of obsolete/matured files

   - Prepare memorandum for approval of files for disposal

   - Shred records approved for disposal

8. Attend to the requests for document retrieval

   - Confirm and validate the request

   - Properly note the release of documents by updating the master list and acknowledging document request forms

   - Ensures that the records/folders are returned on time

9. Conduct Records Management Training

10. Prepare reports as requested

Requirements:

• Excellent written, verbal communication and interpersonal and public relations skills.
• Detailed oriented and excellent administrative skills
• Must be familiar with storage requirement of the difference departments
• Graduate of related course