Job Position: Records Management Officer

Job Summary:

We are looking for a highly organized and detail-oriented Records Management Officer to oversee the effective administration of our organization’s records and information systems. The role will be responsible for managing the complete lifecycle of both physical and digital records starting from creation, storage, and retrieval to final disposition while ensuring compliance with legal, regulatory, and organizational requirements. This position plays a vital role in safeguarding data integrity, improving information accessibility, and supporting efficient decision-making across the company.

Duties and Responsibilities

• Develop, implement, and continuously improve records management policies, procedures, and retention schedules;
• Ensure alignment with legal, regulatory, and organizational requirements, including data protection and confidentiality standards;
• Manage the full lifecycle of records (creation, classification, indexing, storage, use, and disposal);
• Oversee the transfer of inactive records to archives or secure offsite storage, and manage destruction of records in line with retention schedules;
• Maintain and administer the records management system (electronic and physical);
• Ensure accuracy, consistency, and accessibility of records by regularly updating metadata and classification systems;
• Collaborate with IT to strengthen digital archiving practices, support system upgrades, and enhance data security;
• Conduct regular audits of records and file storage systems to ensure compliance with policies and legislation;
• Identify and mitigate risks related to records management, including data loss, unauthorized access, and mismanagement;
• Provide timely and efficient information retrieval and research services to staff and management;
• Respond to inquiries from internal and external stakeholders regarding records and information access;
• Provide training and support to new employees on proper records management practices;
• Serve as the point of contact for records management queries across departments;
• Oversee offsite records storage contracts and manage physical storage areas to meet safety and access requirements;
• Ensure proper storage, security, and confidentiality of sensitive records.

Requirements

Academic qualification 

• Bachelor’s degree in Information Management, Business Administration, or a related field.

Additional qualifications 

• Strong understanding of records lifecycle, retention schedules, and classification systems;
• Proficiency in records management software, digital archiving tools, and Microsoft Office Suite;
• Excellent organizational, analytical, and problem-solving skills;
• High attention to detail with strong commitment to accuracy and confidentiality;
• Effective communication and interpersonal skills to work with diverse stakeholders.

Years of experience: 

• 3–5 years of progressive experience in records management, document control, or administrative operations.

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