This position is responsible for developing, implementing, and maintaining a comprehensive records management program for the university. The role ensures legal compliance and best practices in records management by facilitating access, preserving university records, integrating them into the broader information governance framework, and adhering to institutional policies.

Key Responsibilities

• Develop and implement university-wide records management policies, procedures, and retention schedules, ensuring compliance with legal requirements and institutional policies.
• Manage the complete lifecycle of university records, from creation to disposition, including establishing procedures for records transfer, storage, retrieval, and destruction.
• Oversee the implementation and maintenance of electronic records management systems, coordinating with IT to ensure proper integration and functionality.
• Lead the development and delivery of records management training programs for university staff, creating documentation and providing ongoing support.
• Monitor compliance with records management policies across departments through regular audits and assessments, implementing corrective actions as needed.
• Coordinate responses to legal discovery requests and information access requirements, working with legal counsel to ensure appropriate handling of sensitive records.
• Manage both physical and digital records storage systems, ensuring proper organization, security, and accessibility of university records.
• Establish and maintain records classification systems and metadata standards to facilitate efficient retrieval and management of information.
• Develop and implement disaster recovery procedures for vital records, ensuring business continuity and protection of critical information.
• Supervise records management staff and coordinate with departmental records liaisons to ensure consistent application of policies and procedures.
• Maintain an up-to-date inventory of university records across all formats and locations, including regular auditing and reporting.
• Coordinate the secure destruction of records according to retention schedules and compliance requirements
• Evaluate and recommend new technologies and processes to improve records management efficiency and effectiveness.
• Lead special projects related to records cleanup, digitization, or system migrations as needed.
• Serve as the primary subject matter expert for records-related inquiries and issues across the university.
• Communicate and promote Library resources and services to the SIT community, including roster to provide front-end user services.
• Participate in Library projects and events.

Job Requirements

• A recognised postgraduate professional qualification in Records Management/Library/Information Studies
• At least 5-8 years of professional working experience in records management, preferably in higher education  
• Knowledge on records management principles, practices, and technologies
• Advanced Knowledge and experience with electronic records management systems
• Strong understanding of relevant legislation and compliance requirements
• Demonstrated project management and leadership skills
• Familiarity with higher education administrative processes
• Experience in policy development and implementation
• Advanced knowledge of information governance frameworks and standards

Working Hours

• This is a full-time position, with occasional evening and weekend hours required for the support of library front-end services.