Records Management Officer at Department of Land Reform and Rural Development

REQUIREMENTS : Minimum requirements:

• Applicants must be in a possession of a Grade 12 Certificate and a National Diploma in Information Management (NQF Level 6) or relevant equivalent qualification. Minimum of 2 years’ experience working in the records management environment. A valid driver’s licence. 

DUTIES :

• Coordinate the records management and filing services in all registries / offices. Ensure that all records created and received are classified according to the approved Departmental File Plan. Verify the client’s records management with the records classification systems, records decongestion / backlog clearing and enterprise content management. Coordinate the preservation of historical records. Coordinate disposal of appropriate records. Ensure that no archival / permanent valuable records are destroyed. Gather and collate inputs for the determination of retention periods of records.
• Gather and collate inputs to the user manual for registry staff. Respond to enquiries on records management and registry services. Monitor the implementation and maintenance of records management systems. Promote the implementation of records management policy, processes and procedures. Provide advice on the application of registry standard operating procures and records classification systems. Update records management system, including the maintenance and management of active and archived records. Maintain departmental security and confidentiality of information in accordance with policies requirements. Liaise with other Departments for best practices on records management. Conduct inspections in terms of records management practices and procedures.
• Monitor the quality of records created. Investigate the response times in retrieving records and providing information. Monitor the quantity of records disposed. Inspect the condition of all records in all storage areas. Review the accessibility of all records on all storage media. Facilitate records management awareness programs. Identify awareness interventions and training on records management. Conduct on-site records management orientation. Coordinate the training on the records management systems. Develop survey reports.