Bachelor of Science Honours Degree in Records and Archives Management

Degree class 2:1

Higher National Diploma in Records and Information Science

National Diploma in Records and Information Science management

National Certificate in Records and Information Science Management

Records Supervisor

DUTIES AND RESPONSIBILITIES

 Managing records throughout their lifecycle using both national and international records management standards in order to ensure transparency and accountability when conducting University business.
 Design and implementation of records management policies and procedures which facilitate in the management of records so as to ensure effective records practices.
 Designing, implementing and interpreting Records Retention and Disposal Schedules
 Organizing training workshops to equip members of staff with records management skills.
 Identification of all records created within University so as to develop relevant security, preservation and conservation strategies
 Identification of records due for destruction or permanent preservation according to the University retention and disposal schedule.
 Receiving copies of Transfer lists after records have been transferred and distributing to the appropriate department to enable easy identification and retrieval of information
 Ensuring all departments have up to date copies of approved records schedule for their records.
 Managing electronic records using electronic management systems to ensure fast, easy and secure access to records.
 Identifying and retrieving records for authorized users
 Overseeing the transition from paper to electronic records.
 Maintaining an update to date register of all records created within the University.
 Controlling and monitoring the movement and usage of files and records within the University.
 Ensuring the proper creation of records and capture of all relevant metadata.
 Classification and indexing of records.
 Carrying out records surveys/audits in order to determine records and knowledge management risks and opportunities.
 Performing records appraisal for both paper and electronic records so as to determine their value.
 Controlling incoming and outgoing mail
 Maintaining up to date registers of both incoming and outgoing mail.
 Updating and maintaining the Policy repository in order to ensure access by stakeholders.
 Supervision of records clerks.
 Compilation of end of quarter and end of year reports.
 Any other duties as assigned by the Director.

External assessor (Records Management Discipline)

DUTIES AND RESPONSIBILITIES
 Moderation of marks
 Conducting continuous assessment
 Preparation and presentation of academic reports to the Midlands North HEXCO Academic Board.
 Determine the degree of compliance with HEXCO regulations and guidelines on external moderation of continuous assessment
 Assess the competencies acquired in Records management courses against Skills Proficiency Schedule of the course.
 Assess the accuracy and validity of marks of the internal assessors
 Verify Syllabi coverage

Records Clerk

 Arrangement and description
 Accessioning of records.
 Qualification verification during registration.
 Archiving of records in accordance with the Retention and Disposal schedule.
 File tracking.
 Filing of student records using the alpha numeric filing method.
 Conducting file census
 Conducting records surveys
 Opening of files
 Labelling of storage areas
 Carrying out disposals
 Identifying and retrieving records for authorized users
 Any other duties as assigned by the Director.

Best performing student

Award for best National Diploma Student class of 2014.