Records Management Specialist

Job description

1 Position Details
Proposed position and grade

Records Management Specialist

Business Unit

Quality and Risk Management

Managing any People

Includes management of suppliers
2 reports to
Records Management Officer
3 Overall Purpose Of The Role
The Records Management Specialist is responsible for management of the firm's record management processes and procedures covering both electronic and/or paper-based records ensuring the accuracy, security and effectiveness of the firm's records management activities.
4 Position Specifications 4.1 Educational (minimum level necessary to perform the job) 4.1.1 Professional/Tertiary
• Professional
4.2 Other requirements

4.3 Experience (minimum necessary before being considered for the job)
Desired Qualification and Experience:

• Grade 12

• 3 - 5 years' experience in Records Management

• Certificate in Information or Record Management

• Archive and Records Management Qualification

• Computer Literacy with experience in Microsoft products

5 Core Competencies (Attributes)
• Attention to detail and accurate documentation

• Ability to analyse and interpret information

• Able to work independently and as part of a team

• Ability to organize and prioritise multiple tasks and work under pressure

• Able to manage relationships at various levels

•
6 List of Key Performance Areas & Key Performance Indicators
Main responsibilities

List the tasks underpinning the responsibility

1.

Assist with the implementation of the firm's Records Retention Policy

• Assist the Records Management Officer with development and oversight of processes and procedures to give effect to the firms Records Retention Policies

2.

Developing, maintaining, verifying and evaluating existing systems

• Develop, maintain and verify the performance of existing records management procedures in order to ensure the accuracy, security and availability of the firms records

3.

Management of queries and requests for information from both internal and external sources (in archives)

• Manage queries from archives for information from internal and external sources

4.

Ensuring legal or administrative requirements and regulations are complied with

• Ensure that the firm's Records Management policies and procedures are compliant with relevant legal and regulatory requirements

5.

Ensuring that data is protected

• Ensure that security controls and procedures are in place to provide appropriate security controls

6.

Management of the physical archiving procedures

• Management of the physical archiving facilities and procedures

• Ensure there are appropriate procedures in place to manage the introduction and withdrawal of records from physical archives

7.

• Setup, review and management of disposal scheduled

8.

Oversight of the destruction of data

• Oversight of the record destruction processes with the firm's business units

9.

Providing training to staff who require access or have responsibility for maintaining records.

• Manage Records Management Awareness program and training for all KPMG Staff members

10.

Manage service provider relationships

• Manage and provide oversight to service provider personnel to ensure records management procedure and policies are followed and adhered to

11.

Determine reporting requirements

• Liaise with Records Management Officer and technical teams to develop applicable reporting requirements