Archive & Records Officer

Position Overview

Batterjee Medical College is seeking a meticulous and highly responsible Archive & Records Officer to oversee the secure custody, organization, and management of all original student documents. This critical role ensures the confidentiality, accuracy, and regulatory compliance of physical archives while maintaining strict access controls and full accountability for every record. The ideal candidate will demonstrate exceptional attention to detail, organizational skills, and a commitment to upholding data security and institutional policies.

Key Responsibilities

1. Custody & Document Control

As the official custodian of all original student documents, you will be responsible for the secure storage, preservation, and protection of vital records, including:

• High school certificates
• Academic transcripts
• Result cards
• Graduation certificates
• Scholarship contracts
• Promissory notes
• Financial and legal undertakings

You will enforce a zero-tolerance policy for document loss, damage, or unauthorized handling, ensuring the integrity of the archive at all times.

2. Archive Organization & Filing System

To maintain an efficient and audit-ready archive, you will:

• Develop and implement structured filing and numbering systems
• Organize documents based on student ID, program, intake, and academic year
• Label and index all cabinets and files for quick retrieval without compromising confidentiality
• Ensure documents remain easily accessible while maintaining strict security protocols

3. Access Control & Authorization

You will enforce rigorous access controls to the archive room, ensuring that original documents are released only upon approved written requests. Responsibilities include:

• Maintaining a comprehensive document tracking register that records:
• Document name and student ID
• Date, time, and purpose of retrieval
• Authorized recipient’s signature
• Ensuring full accountability for every document movement and escalating any unauthorized access immediately

4. Audit & Compliance

To uphold regulatory standards, you will conduct periodic physical audits (semesterly or annually) to:

• Reconcile physical documents with system records
• Prepare detailed audit reports covering document availability, completeness, storage conditions, and compliance gaps
• Escalate discrepancies and risks promptly to senior management

5. Documentation & Tracking

You will maintain meticulous logs for all document activities, including:

• Stored, retrieved, and returned documents
• Full traceability of every document movement
• Support for internal and external audits

6. Confidentiality & Compliance

Upholding the highest ethical standards, you will ensure strict confidentiality of all records and full compliance with:

• Batterjee Medical College policies and procedures
• NCAAA (National Commission for Academic Accreditation and Assessment) requirements
• Ministry of Education regulations
• Data protection standards

Authority & Accountability

In this role, you will have full custodial responsibility for all original student documents, ensuring their accuracy, safety, and integrity. You will be authorized to:

• Deny access to unauthorized individuals
• Escalate any risks or violations immediately
• Implement corrective actions to address compliance gaps

Requirements

Competencies & Skills

To excel in this position, you must possess:

• Exceptional attention to detail and organizational skills
• Strong sense of accountability and integrity
• Knowledge of records management and archiving best practices
• Ability to maintain confidentiality and data security
• Basic reporting and documentation skills
• Capacity to work independently with minimal supervision

General Responsibilities

You will adhere to institutional policies and ethical standards while maintaining a clean, organized, and secure archive environment. Additional responsibilities include:

• Supporting audits and compliance activities
• Assisting the Admission & Registration Department with official documents, certificates, and internal correspondence
• Providing support during peak admission and registration periods
• Performing other duties as assigned by the Department Head