About the role
AI summarisedThis role at A*STAR involves developing and maintaining the organization's document archive and records management systems, ensuring compliance with statutory requirements and IM4L standards. The manager will oversee records classification, audits, electronic records management, physical file inventory, and liaison with the National Archives of Singapore.
ResearchFull-time
Key Responsibilities
- Organise, classify, and maintain records in all formats in accordance with A*STAR policies and SOPs as well as IM4L and other relevant regulatory compliance standards.
- Assist in monitoring adherence to records management policies, regulations, and retention schedules through regular audits and updates.
- Manage A*STAR's electronic records management system (ERMS) that holds official A*STAR records from creation, maintenance, appraisal, disposition, and declassification.
- Monitor and track inventory of physical files containing classified records and facilitate the timely retrieval and transfer of such records while ensuring proper access controls are in place.
- Assist as liaison with the National Archives of Singapore on records matters such as file / records appraisals, declassification of records, transfer of records, etc.
- Respond to internal requests for information promptly and professionally.
- Provide administrative and operational support for records-related initiatives, including digitisation and system upgrades, billing and invoicing, outreach, and engagement, etc.
Requirements
- A bachelor's degree in information management, Library Science, Business Administration, or a related field is required; however, candidates with substantial relevant experience who do not meet the educational qualifications are also encouraged to apply.
- A minimum of three years’ experience in records management or information governance is preferred; candidates who are recent graduates with relevant internship experience may also be considered.
- Preference is given to applicants who have records management experience in a public sector agency or setting.
- Handles confidential information with integrity and responsibility.
- Demonstrates knowledge of, and adherence to, IM4L guidelines as well as all other statutory and regulatory standards.
- Is familiar with file taxonomy and operational principles, enabling the setup of file plan structures and effective categorization of records for efficient retrieval.
- Maintains accuracy in classifying records and entering data across all formats, including digital, physical, media, and audio.
- Is proficient in Microsoft 365 applications, including Outlook, Teams, Word, PowerPoint, Excel, and Copilot.