Archive & Records Officer

The Archive & Records Officer is responsible for the secure custody, organization, control, and auditing of all original student documents at Batterjee Medical College.

This role ensures confidentiality, accuracy, traceability, and regulatory compliance in managing physical archives, with strict access control and documented accountability for every original record.

Key Responsibilities

1. Custody & Document Control

• Act as the official custodian of all original student documents, including:
  
  • High school certificates
    
  • Academic transcripts
    
  • Result cards
    
  • Graduation certificates
    
  • Scholarship contracts
    
  • Promissory notes
    
  • Financial and legal undertakings
    
• Ensure secure storage, preservation, and protection of all records
  
• Maintain a zero -tolerance approach to document loss, damage, or unauthorized handling
  

2. Archive Organization & Filing System

• Establish and maintain structured filing and numbering systems
  
• Arrange documents based on:
  
  • Student ID
    
  • Program
    
  • Intake
    
  • Academic year
    
• Label and index all cabinets and files for audit readiness
  
• Ensure documents are easily retrievable without compromising confidentiality
  

• Enforce strict access control to the archive room
  
• Release original documents only upon approved written request
  
• Maintain a document tracking register including:
  
  • Document name
    
  • Student ID
    
  • Date & time
    
  • Purpose
    
  • Authorized recipient signature
    
• Ensure full accountability for every document movement
  

4. Audit & Compliance

• Conduct periodic (semester/annual) physical audits
  
• Reconcile physical documents with system records
  
• Prepare audit reports covering:
  
  • Document availability
    
  • Completeness
    
  • Storage condition
    
  • Compliance gaps
    
• Escalate discrepancies and risks immediately
  

• Maintain updated logs for:
  
  • Stored documents
    
  • Retrieved documents
    
  • Returned documents
    
• Ensure full traceability of all document movements
  
• Support internal and external audits
  

6. Confidentiality & Compliance

• Maintain strict confidentiality of all records
  
• Ensure compliance with:
  
  • BMC policies and procedures
    
  • NCAAA requirements
    
  • Ministry of Education regulations
    
  • Data protection standards
    
• Handle sensitive and legal documents with high ethical standards
  

Authority & Accountability

• Full custodial responsibility for all original student documents
  
• Accountable for document accuracy, safety, and integrity
  
• Authorized to deny access to unauthorized individuals
  
• Required to escalate any risks or violations immediately
  

Requirements

Competencies & Skills

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

General Responsibilities

• Adhere to institutional policies and ethical standards
  
• Maintain a clean, organized, and secure archive environment
  
• Support audits and compliance activities
  
• Assist the Admission & Registration Department with:
  
  • Official documents
    
  • Certificates
    
  • Internal correspondence
    
• Support peak admission and registration periods
  
• Perform other duties as assigned by the Department Head