Job Description
A records management officer works for an organization that has high records handling needs. They are required to bring records and files together, and then collate and punch them into a predefined system. The work is straightforward but requires great skills and effort.
Duties and Responsibilities:
• Create and maintain effective relationships with team members in order to obtain the right information
• Obtain information from different departments and check it to ensure appropriateness
• Collate collected information, and categorize it according to set specifications
• Perform data entry work to ensure that all records are timely punched into the system
• Check each record to verify completeness and accuracy
• Oversee the management of electronic and paper information
• Identify and use appropriate records management systems and resources
• Set up and review data and records management systems
• Oversee the conversion of data from paper to electronic forms
• Deal with incoming inquiries, and provide appropriate feedback
• Ensure that all punched in data is adequately protected from internal and external threats
• Classify data according to indexing methods and protocols
• Ensure that data and records are easily accessible as and when needed
• Analyze data recording needs, and provide feedback on required systems and resources
• Ensure appropriate quality control within records management systems
• Retrieve data after ensuring that it will be delivered to the right people
• Resolve issues with records and data transfer processes
• Track and locate records by maintaining a central data list
• Oversee data migration activities, ensuring that data integrity is maintained at all costs
• Create and maintain reports on records management systems, resources, and activities
• Ensure the transfer of newly recorded or amended data to different departments within the company
