Records Management Manager

Job Description

Purpose:

  • Responsible for planning, developing and administering Enterprise Records Management (ERM) policies designed to facilitate effective and efficient handing of business records across the bank.
  • Key driver in Plans development and implementation of records management policies and framework intended to standardize records capturing, filing, storage and protecting, retrieving, destruction, reporting of all physical and electronic records.
  •  Coordinates and directs activities of ERM and archival involved with reports analysis and supporting technical, clerical and scanning of archived documents.
  •  Evaluates staff reports, utilizing knowledge of principles of records management, administrative processes and systems, cost control, governmental/Bank of Tanzania record keeping requirements and organizational objectives. Responsible for planning, developing and administering Enterprise Records Management (ERM) policies designed to facilitate effective and efficient handing of business records across the bank.
  • Key driver in Plans development and implementation of records management policies and framework intended to standardize records capturing, filing, storage and protecting, retrieving, destruction, reporting of all physical and electronic records.
  • Coordinates and directs activities of ERM and archival involved with reports analysis and supporting technical, clerical and scanning of archived documents.
  • Evaluates staff reports, utilizing knowledge of principles of records management, administrative processes and systems, cost control, governmental/Bank of Tanzania record keeping requirements and organizational objectives.

 Requirements:

  •  Bachelor Degree or equivalent in Business Administration, Records management Risk or compliance

Specific Knowledge:

  • Knowledge of RM principles and practices (Advanced)
  • Knowledge of People Management principles and practices (Advanced)
  • Knowledge of Financial Management principles and practices (Solid)
  • Understanding of Risk and Compliance concepts (Solid)
  • Project Management (Solid)

Soft Skills:

  • Meeting Customer needs, Business awareness, Team Results, Involving people, Managing relationships, Influencing others, Communication, Personal organisation, Self confidence, Self development, Determined, Quality conscious, Forward planning, Analysis and judgement, Decision-making, Wider thinking

Business Understanding

  • Keep abreast of industry changes in the business environments

Areas of Responsibility

  • Setting up a Records Management program for NMB and managing the pre and post implementation of the same to include training all staff  on how to handle records and information for the organization.
  • Serve as a  Manager responsible for leading, planning, training, consulting and managing the banks records management program for both core mission and administrative records, regardless of medium or format
  • Support the bank to ensure compliance with Records Management requirements as contained in the Enterprise Records Management (ERM) policy and minimum standards by providing subject matter expertise
  • Coordinates with key stakeholders and Departmental Records Management Representatives to ensure records creation, maintenance, use, and disposition/ destruction are in accordance with the Enterprise Records Management policy and NMB regulations.
  • Act as the primary point of contact in driving the Records Management program for the bank and aligning the principles and regulatory requirements
  • Own the Retention Schedule’s development and annual revision for the bank by ensuring that local laws and NMB requirements and regulations are taken into consideration during developmental stages and the review
  • Implement the Records Management aspects of the bank, Enterprise Records Management Policy and Minimum Standard Framework to support the implementation of Records Management
  • Key driver in managing the development and annual review of Enterprise Records Management policy and minimum standard by providing a view on potential improvement for services enhanced risk mitigation
  • Coordinate Records Management incident Management, Breach notifications and Records Management complains
  • Proactively communicate Records Management requirements and best practices across the bank by issuing out regular communication. Perform Records Manager role for the bank by:
  • Ensuring that the bank is compliant with all Records Management laws, regulations and requirements
  • Testing and monitoring Records Management compliance and retaining supporting evidence
  • Coordinating the delivery of all Records Management activities across the bank and obtaining the necessary resource to lead and support delivery as required
  • Managing the process for dispensations, waiver and braches against the records management policy
  • Report Records Management control deficiencies and actions required to effectively management Enterprise Records Management  risk to Executive Management by sending out requires for returns timeously and escalating when necessary.
  • This should include reporting control issues, Internal and External audit observations, committee reports, Regulatory Risk Reports, Business Reviews, Records Management and Archival

Measurement Criteria

  • Number of training to make employees aware the needs of records management
  • Efficiency and implementation perspective. This category  helps in assessing the efficiency of the data records and Management process in quantitative manner
  • security perspective that helps in both increasing the level of dispensing accurate information and preventing or minimizing the information access from unauthorised entities
  • Number of retrieval method that shows the back up plans  the process is staffed with
  • Number of security systems that are in place to avoid loss of data
  • Records Policy and Local regulations in Place
  • Risk register in place
  • Have Quality perspective in place  which takes care that each information need is fulfilled by accurate and relevant pieces of information in both reactive and pro-active cases
  • Deadline coverage index