Senior Records/Document Management Specialist

We require a Senior Records/Document Management Specialist to work for a contract role in Johannesburg.  * Responsible for assessing, developing, communicating, implementing, monitoring and reporting on EWSETA Records/Information Management policies, processes, and procedures. * Responsible for coordinating the transfer of records to the Storage Facilities for semi-active storage and active records to be stored on site. * Immediately develop and manage the document movement plan. * Assessing the current records/document management environment of the organization and develop as assessment report and roadmap towards one comprehensive and uniformed system. * Develop and review the applicable policies, processes, procedures for records management for approval. * Identify, develop and inform electronic records management system requirements and system development based on overall needs of the organization. * Classify data according to indexing methods and protocols. * Establish an on-site filing room system and resources. * Communicating EWSETA record management policies, processes and procedures to staff department and branches. * Develop and implement a change management process. * Ensure that the records management policies, processes and procedures are adhered to across the organization by monitoring and reporting on implementation. * Participating in EWSETA organization wide records led initiatives (meetings, special projects). * Capacitating each department with the relevant tools and skills to enable the maintenance of records in each department area. * Instructing department staff on procedures for retrieval of records from the Storage Facilities, and for accessing records held by the Archives Facility and providing advice when required. * Reviewing Records Transfer Lists to ensure accuracy and completeness, before signing and transmitting the lists to the Storage Facilities. * Returning Lists to the transferring department for correction when required. * Sending complete and accurate lists to the Storage Facilities. * Assisting in resolving problems with the transfer process by communicating with responsible staff in department areas and with the Storage Facilities. * Receiving copies of Transfer Lists after the records have been transferred and distributing to the appropriate department so that location and retrieval information is readily available to staff. * Assisting in tracking, locating, and retrieving records by maintaining a central set of Transfer Lists or data. * Create and maintain effective relationships with departments to obtain the right information. * Obtain information from different departments and review to ensure appropriateness. * Collate collected information and categorize it according to set specifications. * Oversee the management of electronic and paper-based information to ensure compliance. * Oversee the conversion of data from paper to electronic forms. * Ens