Manager: Records and Document Management at Housing Development Agency (HDA)

Key Performance Areas:

System Design Maintenance and Implementation

• Conduct a records management audit of record keeping and records management practices against based on the NARS legal requirements.
• Develop the classification system(s) and protocols to enable retrieval, storage and management of information.
• Effective and appropriate management of HDA’s records from creation through eventual disposal to disposition.
• Provide access to accurate records for operational and Strategic purposes.
• Improve the management of the HDA records efficiency and ensuring ensure the that all the records are well preserved for archival purposes. preservation of archives.
• Design, maintain and implement file plan based on the functions of the organization and its business processes.
• Liaise with National Archives and Records Service (NARS) and obtain approval of the file plan and ensure sign-off.
• Records are filed in a classification system which provides for a quick and efficient retrieval.

System Management

• Ensure that approved file plan is implemented electronically and synchronized with the paper-based system.
• Advising and managed on classification of documents.
• Facilitating the development of filing systems, and maintaining these to meet administrative, legal and financial requirements.
• Protect electronic records against unauthorized access and alteration.
• Link electronic records to the appropriate metadata that provides for their structure and context.
• Ensure management reports on audit trail that are generated on a monthly basis of all changes made to records: audit logs are kept of the changes.
• Generate a monthly report on all the changes made to records and keep track of all the audit trails for reference.
• Resolve EDRMS challenges and problems.

Policy and Procedure Development

• Develop / monitor and maintain a document and records management policy that aligns with the organization’s functions and environment.
• Monitor and maintain the records management procedure manual.
• Analyse the records generated during the conduct of business.
• Implement the necessary supportive procedures regionally to achieve the aims of the policy.
• Ensure a systematic disposal programme and disposal policy.
• Dispose of records in a compliant manner.

Record Storage

• Ensure that the storage of records conforms to the legal requirements.
• Ensure the effective storage and movement tracking of documents.
• Ensure that access controls are in place.
• Implement a protection and disaster recovery plan.

Document management process implementation

• Develop an archive document plan (printed documents and electronic documents).
• Identify document and content types, control and workflow.
• Analyse document usage.
• Plan the organization of documents.
• Plan and organise the movement of records between locations (physical files).
• Develop an appropriate policy.
• Ensure effective archiving structures.
• Ensure that records are preserved and easily retrieved.
• Establish and develop a document centre.
• Coordinating off-site archiving, and retrieval of documents, and interact directly with off-site storage vendors.
• Ensure an effective and efficient scanning, indexing and tracking of documents for complex business, legal and regulatory purposes.
• Managing policy procedure to guide the application for use.
• Identifying areas of improvement regards to systems, file plan and management.
• Monitor compliance and enforce the use of the HDA policies, code of conduct and related regulations etc
• Taking accountability and ensuring transparency of information.
• Ensure that records are only disposed of in terms of a written disposal authority issued by the National Archivist.

Manage the planning, administrative and budgetary functions.

• Respond to daily on-site requests for information and assist with the retrieval of files.
• Coordination of information resources in accessing the HDA physical and digital files.

Manage records:

• Where is located.
• Managing access control.
• Ensuring security levels on EDRMS.
• Providing practical advice.
• Standardisation of processes / systems within the HDA.
• Train users to effectively use and implement the EDRMS.
• Have workshops on naming conventions .
• Manage / provide guidance to the circulation movement of files and records.
• Ensure that there are evaluation criteria in place to monitor compliance with sound records management practises
• Manage and maintain a record and management budget .
• Monthly report on expenditure.

Qualifications & Experience

• Relevant National Diploma or bachelor’s degree in information management or Documents and Records Management. Any other relevant degree coupled with higher certificate in records management. A Postgraduate in Information management or records management will be an added advantage.
• Extensive knowledge and experience in the Document and Records management field or information systems and methods.
• Should have a minimum of 3-5 years’ experience as a Manager in Document and Records Management
• NARS qualifications would be an advantage; (it’s a five day workshop)
• It would be important to have specific exposure to establish and maintain a records management systems, mechanism, and file plan.
• Knowledge from courses and experience in field of records management should be demonstrated.
• Knowledge of Governmental environment will be an advantage
• Basic understanding of Record and Document Management. (Systems, reporting, analysis and process mapping etc.)