May 14, 2021
Introduction Our client based in Johannesburg is urgently seeking a Record and Document Specialist to start on the st of May 2021 The suitable candidate will be expected to develop, implement and manage an enterprise-wide records and document management capability and system to ensure the effective storage and retrieval of documents across the national structure (Regions) in accordance with the National Archives Act. Duties & Responsibilities Information and Records Management System Design and Implementation Conduct an audit of record keeping and records management practices against the legal requirements Develop the classification system(s) and protocols to enable retrieval, storage and management of information Design, implement and maintain a file plan based on the functions of the organization and its business processes Liaise with National Archives and Records Service (NARS) for approval of the file plan and ensure sign-off Implement and maintain the file plan Develop, manage and maintain a manual and electronic Records and Document management system. Ensure that audio-visual, micrographic records are managed and stored nformation and Records Management Policy and Procedure Development Develop a records management policy framework that aligns with the organization’s functions and environment and with the National Archives Act. Implement the necessary supportive procedures regionally to achieve the aims of the policy and framework. Ensure the effective storage and movement tracking of documents according to the National Archives Act and Policy. Record Storage Ensure that the storage of records conforms to the legal requirements Ensure that access controls are in place Ensure a systematic disposal programme and disposal policy Dispose of records in a compliant manner Implement a protection and disaster recovery plan Electronic Correspondence System Management Ensure that approved file plan is implemented electronically and synchronized with the paper-based system Key Responsibility Area • Protect electronic records against unauthorized access and alteration • Link electronic records to the appropriate metadata that provides for their structure and context • Ensure that audit trail is generated for all changes made to records and audit logs are kept of the changes • Implement an electronic research and development management system for the HDA (that corresponds to the manual system). Document management process implementation • Develop an archive document plan (printed documents and electronic documents) • Identify document and content types and control and workflow • Analyze document usage • Plan the organization of documents • Plan how content moves between locations • Develop an appropriate policy • Ensure effective archiving structures • Ensure that documents can be retrieved documents • Establish and develop a document center • Coordinating off-site archiving and retrieval of documents, and interacting directly with off-site storage vendors • Ensure effective indexing and tracking of documents for complex business, legal and regulatory purposes Maintain the organization of library materials • Ensure efficient retrieval by users • Search external database programs for the availability of cataloguing copy • Develop and maintain cataloguing procedures • Determine the type of cataloguing required • Process resources for placement on shelf (shelving) • Ensure a proper reference collection for the Knowledge Centre • Respond to daily on-site requests for information • Train library users to effectively search the Library catalogue, • Internet and other Electronic resources • Provide an interlibrary loan service for both book and audiovisual materials and maintain records • Maintain records for the interlibrary loan service • Maintain circulation files, records and statistics Key Responsibility Area • It would be important to have specific exposure to establish a records management system, mechanism and file plan • Successful completion of the Records Management training course offered by NARS will be an added advantage • Exposure to Promotion of Access to information (PAIA) Skills • Applicants must have strong and proven document and record management skills • Project management skills will be an advantage • Knowledge of information audits, Information strategies and related policies • Good report writing and presentation skills • God communication skills [written and verbal] • Good interpersonal relations • Computer literate • Have the ability to work under pressure • Ability to multi-task • Experience to manage contracts, work in a team and be a team leader Desired Experience & Qualification Relevant degree or equivalent knowledge and experience in the records and document management field or information systems and methods 5 related years’ experience Key Influencers Internal: • All staff in the employ of the Agency; • Regional offices Departments External: • Professional service providers • Local government stakeholders • Provincial stakeholders • National Government stakeholders • Private sector stakeholders • Research and academic bodies • NARS Package & Remuneration R58 000 Interested? Only if you meet all requirements, email your profile to us Position open for 1 day only, therefore if you do not get feedback please consider your application unsuccessful.
Isilumko Staffing Johannesburg, Gauteng, South Full time