Records Management Officer

Job Description: Records Management Professional

Position Title: Records Management Officer (Full-Time)

Location: Singapore (with occasional travel to NYC premises and offsite storage facilities)

Contract Duration: 2 years (with potential renewal)

Role Overview

We are seeking a detail-oriented Records Management Professional to support the Authoritys centralised records function. The officer will manage both digital and physical records, ensure compliance with IM4L standards, coordinate with 39 Record Managers, and support audit, digitisation, and disposition exercises. This role requires both technical knowledge of government records protocols and strong communication skills to train and guide staff across divisions.

Key Responsibilities

1. Records Inventory & Appraisal

Review and align records inventory against IM4L standards.

Draft and pre-fill appraisal forms for submission to the National Archives of Singapore (NAS).

Progress units through appraisal stages (110) within agreed timelines.

Provide advisory support to Record Managers during appraisal processes.

2. Digital Records & eRegistry

Maintain eRegistry system: update metadata, tagging, access rights, and folder changes.

Conduct quarterly housekeeping of Level 3 & 4 folders (636 folders).

Prepare filing statistics and compliance reports.

3. Disposition & Digitisation

Coordinate annual records destruction exercises (physical/digital) with approvals and witnessing.

Plan and oversee annual digitisation exercises in collaboration with vendors.

Ensure compliance with NAS and MCCY requirements for transfer and destruction.

4. Registry Room Oversight

Maintain secure access logs for HQ Registry Room.

Plan and allocate storage space for transitional records.

Provide clear oversight of ownership and state of physical records.

5. Training & Awareness

Develop and disseminate educational materials (bi-monthly mailers, intranet content).

Conduct:

Monthly onboarding briefings for new staff.

3 annual training sessions for new record managers.

1 annual briefing for all staff on latest IM4L practices.

6. Audit & Compliance

Participate in internal checks and government-led audits.

[Optional] Lead a mock audit service to establish compliance baselines and recommend corrective actions.

Track KPIs and implement remedial actions for compliance gaps.

Qualifications & Skills

Education:

Diploma/Degree in Library & Information Science, Archives/Records Management, Business Administration, or related field.

Professional Training:

Completed courses in records management (metadata, appraisal, file plan, declassification) offered by the National Library Board or equivalent.

Familiarity with IM4L, IM8, and ISD Greenbook guidelines (preferred).

Experience:

Minimum 23 years in records or information management, preferably in government/statutory board settings.

Hands-on experience with electronic records systems (e.g., eRegistry, ARMS).

Track record in audit preparation, compliance, digitisation, or archival transfer projects.

Skills & Competencies:

Strong attention to detail and process discipline.

Proficiency in metadata tagging, retention scheduling, and reporting.

Ability to train, coach, and communicate best practices effectively.

IT literate (Excel, SharePoint, records databases).

Security-conscious and able to handle confidential government records.