Opportunity | Duty Description

· Ensuring that good record keeping and good records management are added to the broader information governance management strategy & strategic plan.

· Reinforcing the link to planning, as objectives for records management program should be closely aligned to higher-level corporate objectives.

· Ensuring that the company complies with all legislation and the requirements of the Archives and liaising with National Archives on a regular basis.

· Controlling the entire life cycle of records, from creation, to maintenance, retention, use and eventual disposal.

· Ensuring good records keeping and best records management practices are aligned to the objectives of NamPower Strategic Plan.

· Evaluate the information situation in NamPower by conducting information audit

· Ensure that approved classifications systems are in place

· Manage a functional subject file plan and implementing a central registry according to National Archives principles.

· Following disposal and retention procedures according to National Archives policy, continuously evaluating and amending the file plan with approval from National Archives.

· Implementing, maintaining and ensuring security in the EDRM system.

· Formulating and implementing a records management policy and getting the policy approved by the company and National Archives.

· Ensuring records are kept in safe custody, conducting regular records management inspections.

· Compliance to international digital archiving/preservation standards (PDF/A, PDF/H, PDF/E).

· Developing and implementing a Records & Information Management Disaster Recovery Plan

· Ensuring that evaluation criteria are in place to monitor compliance with sound records management practice.

· Ensuring that all staff members participates in the planning of all new electronic systems to ensure that records keeping, and records management requirements are linked with the appropriate metadata that describes them and provides their structure in context.

· Ensuring the provision of information for statistics of users using the system and the percentage of time use to register documents.

· Supervising of Records Management staff, ensuring that job profiles are well formulated and staff members receive appropriate and on-going training.

· Implementing a Resource capacity plan for the ECM programme, ensuring that records management staff received appropriate training in this field.

· Monitoring compliance with sound ECM practices at National and International level.

· Managing NamPower’s Archives Programme, ensuring that records are appraised according to international best practices for long term preservation.

· Ensuring that a companywide scanning strategy is in place, records with potential historical and evidential value are preserved properly.

· Supervising the provision of Mailing & Registry Services and ensuring that NamPower mail is collected and distributed daily.

· Identifying and implementing new ECM projects and continuously identify new projects to enhance the ECM platform (research).

· Conducting ECM (PowerCloud) training by carrying out training needs analyses, defining the skill sets needed to perform different roles and designing training programmes appropriate to the skills needed.

· Marketing and communication of the ECM programme by marketing the benefits of the ECM programme to internal stakeholders.

· Formulating and managing budgets of the Records Management section.

Opportunity | Duty Requirement(s)

· Bachelor’s degree in Information Management and/or Records Management (NQF Level 7)/Post Graduate Higher Diploma/Degree in Archives or Records Management