Description
MAIN FUNCTIONS
The Archive and Document Control Officer is responsible for the effective management, organization, storage, retrieval, tracking, and preservation of company documents and records. The role ensures that documents are properly classified, securely maintained, easily retrievable, and managed in accordance with company procedures, document control standards, confidentiality requirements, and applicable regulatory requirements.
The position supports the smooth flow of controlled information across the organization by maintaining accurate physical and electronic archives and ensuring that documents are properly registered, distributed, updated, retained, and disposed of in line with approved procedures.
KEY RESPONSIBILITIES.
1. Document Control and Registration
- Receive, register, classify, and maintain incoming and outgoing documents in accordance with established procedures.
- Maintain accurate document registers, logs, indexes, and tracking systems.
- Ensure documents are properly identified, numbered, dated, version-controlled, and filed.
- Monitor document revisions and ensure that obsolete or superseded documents are appropriately withdrawn from circulation.
- Track the movement and status of controlled documents across relevant departments.
- Ensure that only approved and current versions of documents are available for use.
2. Archive and Records Management
- Maintain organized physical and electronic archives for company records.
- Develop and maintain an effective filing and classification system for easy identification and retrieval of records.
- Ensure records are stored in appropriate locations and protected against loss, damage, unauthorized access, or deterioration.
- Catalogue archived documents and maintain accurate archive inventories.
- Periodically review archived records to ensure proper classification, completeness, and accessibility.
- Support the transfer of inactive records from operational files to designated archive locations.
3. Document Retrieval and Distribution
- Retrieve requested documents and records promptly and accurately.
- Maintain records of documents issued, borrowed, transferred, or returned.
- Distribute controlled documents to authorized personnel and departments.
- Follow up on outstanding documents and ensure timely return or acknowledgement where applicable.
- Respond to document and records retrieval requests from authorized employees, management, auditors, and other relevant stakeholders.
4. Electronic Document Management
- Maintain electronic document repositories and shared folders in accordance with approved structures.
- Scan and digitize physical records where required.
- Ensure electronic records are correctly named, indexed, classified, and stored.
- Maintain appropriate access controls for confidential and sensitive documents.
- Support data integrity and prevent duplication, unauthorized alteration, or accidental deletion of records.
- Assist with migration of documents between document management systems where required.
5. Records Retention and Disposal
- Maintain and apply the organization's records retention schedule.
- Identify records that have reached their approved retention period.
- Prepare records for disposal in accordance with company policy and applicable legal or regulatory requirements.
- Ensure disposal of confidential records is carried out securely and with the required authorization.
- Maintain appropriate records and evidence of approved document disposal.
6. Compliance and Quality Assurance
- Ensure document and archive activities comply with company policies, procedures, and applicable regulatory requirements.
- Conduct periodic checks to identify missing, misclassified, duplicated, or incorrectly archived documents.
- Support internal and external audits by providing requested records and documentation.
- Maintain confidentiality and integrity of sensitive company information.
- Report instances of missing, damaged, unauthorized, or improperly controlled documents to the appropriate supervisor.
7. Reporting and Administration
- Prepare periodic reports on document control and archive activities.
- Maintain statistics on document receipt, distribution, retrieval, archiving, and disposal.
- Provide administrative support relating to records and document management.
- Participate in the development and improvement of document control and archiving procedures.
- Support departmental projects involving document indexing, scanning, archiving, and records clean-up.
Job Requirement
QUALIFICATIONS AND EXPERIENCE
- Bachelor's degree or HND in Information Management, Library and Information Science, Records Management, Business Administration, Office Administration, or a related discipline.
- Minimum of 2–5 years' relevant experience in document control, records management, archives, administration, or information management.
- Experience in an oil & gas, engineering, construction, consulting, or other document-intensive environment is an advantage.
- Professional certification in records management, document control, information management, or a related field is an advantage.