Registry and Archiving Clerk

Role Overview

As a Records Management Assistant, you will be the backbone of our document lifecycle, ensuring that every file—from active casework to historical archives—is traceable, protected, and instantly accessible. Each day involves pulling requested files, logging their movements, updating classification systems, and tidying both physical and digital storage areas so that colleagues can locate what they need without delay. Your careful attention keeps administrative operations running smoothly and directly reduces the risk of lost, misplaced, or misfiled information.

Key Responsibilities

• Conduct regular searches for requested documents across physical shelves, storage rooms, and digital repositories, then securely retrieve and check them out to authorized staff.
• Apply established filing and classification rules to organize records, ensuring consistent folder naming, labeling, and physical arrangement that makes future retrieval straightforward.
• Build and maintain up-to-date indexes and locator tools for all files, so that every record can be found through the system rather than by memory.
• Track each file's movement through issue, return, and transfer logs, updating status records as soon as changes occur to maintain an accurate audit trail.
• Respond to internal inquiries by locating, reproducing, or relaying archived records as needed, always following confidentiality and access policies.
• Carry out routine cleaning, shelving, and condition checks of archive spaces, flagging damaged documents or storage hazards before they become problems.
• Support continuous process improvement by spotting inefficiencies in current records handling, suggesting practical adjustments, and helping implement new workflows.
• Prepare records for disposal or permanent preservation in line with retention schedules, making sure that obsolete materials are destroyed only with proper authorization.

Requirements & Qualifications

• A diploma in Records Management, Information Studies, or another directly relevant discipline; a bachelor's degree in Library and Information Science is strongly preferred.
• Up to two years of hands-on experience in records, archives, or information management, including practice with classification schemes, file tracking logs, and retrieval procedures.
• Familiarity with recognized records management principles, such as lifecycle management, metadata capture, and retention scheduling.
• Proficiency in standard office applications and records management software, with the capacity to learn specialized archiving systems quickly.
• Excellent organizational skills, a meticulous eye for detail, and a methodical approach to handling large volumes of documents without losing accuracy.
• Relevant professional training or a partial qualification in a technical records-related field will be considered an added advantage when accompanied by practical aptitude.
• Strong verbal and written communication skills to interact clearly with colleagues requesting records and to document procedures effectively.