Record Keeper

Role & responsibilities

Records officers are responsible for the creation, storage, retrieval and disposal of all recorded information about an organizations activities. Information can come in many formats, such as digital, photographic, film or paper. This information contributes to what is often called the 'corporate memory' of the organization, without which an organization could not function properly or be held accountable for its actions.

Preferred candidate profile

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