Archives Officer(05/12/2024)

JOB TITLE: Document Control and Archives Officer
ENTITY: Archives Office
REPORTS TO: Deanship & Quality Assurance
SUPERVISES: None

DEGREE & QUALIFICATION: High Diploma / Bachelor in the similar field

YEARS OF EXPERIENCE: Minimum 3 Years in the similar field

GENDER: Male

JOB SUMMARY:
The Document Control and Archives Officer is responsible for overseeing the complete lifecycle of documents within the college, from collection and storage to distribution and disposal. The role focuses on ensuring compliance with internal and external regulations, implementing robust document control processes, and safeguarding sensitive information. This role also manages digital preservation initiatives and ensures that all records are appropriately archived and accessible.

KEY RESPONSIBILITIES:

1. Implement and manage document archiving and control processes in compliance with regulations, best practices, and standards.
2. Establish and maintain a centralized document management system for the efficient storage, retrieval, and archiving of both physical and digital documents.
3. Collaborate with college departments and units to ensure the accurate collection, storage, and distribution of critical documents, including reports, plans, and correspondence.
4. Ensure proper version control of documents, guaranteeing that the most up-to-date versions are in use.
5. Create and manage document access controls to safeguard the confidentiality and security of sensitive information.
6. Lead digital preservation initiatives, including digitization of archival materials to ensure long-term accessibility.
7. Train staff across departments on document archiving, control procedures, and best practices for records management.
8. Manage the retention and disposal of documents in accordance with legal requirements and institutional schedules.
9. Monitor, assess, and recommend improvements to document archiving and control processes.
10. Stay updated with current trends in archives, records management, and document control by participating in professional development opportunities.
11. Perform related duties as assigned by management within the scope of document control and archival responsibilities.

PLANNING AND DOCUMENTATION RESPONSIBILITIES:

1. Department Operational Plan – Annual (start of the academic year).
2. Department Action Plan – Annual (start of the academic year).
3. Department Risk Register – Annual (start of the academic year).
4. Semester Report – Biannual (end of Fall & Spring semesters).
5. Annual Report – Submitted at the end of the academic year.
6. Operational Plan Outcome Report (KPI Achievement Reporting) – Interim and annual.
7. Department Risk Monitoring Report – Interim and annual.

DEPARTMENT DOCUMENTATION:
These verified documents may come from any department or unit within the college and may include:

1. Action plans.
2. Semester Reports
3. Activity Reports
4. Verified data reports from various departments.
5. Compliance documentation and audit reports.
6. KPI tracking documents and performance reviews.
7. Risk assessment reports and mitigation plans.
8. Research reports and academic publications.
9. Confidential records and correspondence, appropriately handled and safeguarded.
10. Financial records and budgeting reports.
11. Any other relevant documents, either digital or physical, submitted for verification and archiving.

Send your CV to cvmazoman@gmail.com