Archive & Records Officer
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Key skills for this role
About the Role
Batterjee Medical College is seeking an Archive & Records Officer to manage original student documents. The role involves secure custody, organization, auditing, and ensuring regulatory compliance.
Key Skills for This Role
Responsibilities
- Act as official custodian of all original student documents
- Ensure secure storage, preservation, and protection of all records
- Establish and maintain structured filing and numbering systems
- Enforce strict access control to the archive room
- Release original documents only upon approved written request
- Maintain a document tracking register
- Conduct periodic physical audits and reconcile with system records
- Prepare audit reports covering document availability, completeness, storage condition, and compliance gaps
- Maintain updated logs for stored, retrieved, and returned documents
- Support internal and external audits
Requirements
- 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
Full Job Posting
Role Overview
- 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.
Key Responsibilities
- Act as the official custodian of all original student documents.
- Ensure secure storage, preservation, and protection of all records.
- Maintain a zero tolerance approach to document loss, damage, or unauthorized handling.
- 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.
- Enforce strict access control to the archive room.
- Release original documents only upon approved written request.
- Maintain a document tracking register.
- Conduct periodic (semester/annual) physical audits.
- Reconcile physical documents with system records.
- Prepare audit reports.
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.
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, and internal correspondence.
- Support peak admission and registration periods.
- Perform other duties as assigned by the Department Head.
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