To analyse document and record management data in order to establish the state of adherence to document and record management principles and put implementable measures in place to close the gaps.
Key Responsibilities / Accountabilities Collection and acquisition of records
Liaises with the respective front line areas in order to drive the collection; imaging; storage; receipt of documents; and that destruction of documents are aligned to the overall PBB SA strategy, and meets compliance and regulatory requirements.
This applies to both the electronic and hard copy documents that are collected by the bank from the customers for regulatory purposes.
Provides input into the creation of the records management dashboard in order to determine the level of adherence per province in PBB SA.
Using the records management dashboard, validates, aligns, implements and simplifies the collection and storage processes of records across various systems landscapes and front-line operations.
Prepares appropriate recommendations in order to close identified record management gaps.
Monitors that records are managed in the appropriate format (as per approved policy) across PBB SA.
Implements innovative methods of document sharing and storage in line with the industry standards.
Facilitates and enables standardisation and optimisation of record management acquisition.
In conjunction with Regulatory Compliance, Cross boarder; Lending, Legal, Business Units and IT reviews the records required for acquisition in order to propose an appropriate method of managing that record for PBB SA.
Researches potential external data sources and their feasibility and presents findings to the manager for consideration and further consumption.
Monitors all vendor management processes to ensure alignment to records management standards and requirements as prescribed by PBB SA.
Storage and maintenance of records
Analyses the filing systems and taxonomies used for record storage in order to propose improvements.
Enables the secure storage and maintenance of all records obtained through the implementation of processes and systems that keep track of all records through their respective life cycles.
Drives optimisation and standardisation for the filing and storage of records (physical and virtual) across the PBB SA systems landscape.
Develops solutions to identify duplicate records in order to drive master data records across the PBB SA business units.
Identifies improvements for the record storage capabilities across PBB SA in order to drive costs reduction. Accessibility and retrieval of records
Ensures access to records is controlled and provided to those that require the use of the records acquired.
Validates the user friendliness and ease of access to records stored electronically and in physical storage and prepares appropriate recommendations to improve the processes.
Reviews the effectiveness of all systems and processes in order to drive the real-time retrieval of records where possible (e.
g., retrieval of documents for legal matters) in alignment with business rules.
Improves the use of records for data extraction and pre-population by driving the use of OCR (optical character recognition).
Monitors transportation; delivery and storage issues with vendors. Archiving and deletion of records
Identifies unutilised records (e.g., redundant, outdated and poor quality records) and drive its destruction in line with business rules and regulatory requirements without compromising the use of customer data and customer service.
Records management recommendations and guidelines
Provides input and visibility to the enhancement and implementation of records management in conjunction with the broader Information Management and Group Information Management strategy.
Collaborates with the metadata, nWOW management in order to ensure alignment with the repository strategy to manage records.
Identifies standards (what goes where, what means what, and who is allowed to do what) and frameworks (how information flows and is stored / secured) as necessary to inform the envisioned records management designs and frameworks.
Must be able to align, adopt, implement and drive standards and best practices related to records management.
Implements records management initiatives in alignment with organisation wide data quality standards. Records management technical landscape
Acts as custodian for the records management landscape and interfaces with IT for all relevant changes.
Provides input and requirements to IT in order to enable effective records management solutions.
Provides user support and assistance in using the records management landscape this includes any access difficulties encountered in the network.
Stays abreast of records management developments and its technical landscape. Preferred Qualification and Experience Qualifications Business Commerce Degree Business Analysis Management and Leadership Diploma Experience 3-4 Years Experience in managing processes across the front line and back office.
Experience with account origination processes, account maintenance, enhanced due diligence; risk and compliance processes as well as customer facing processes.
Exposure to systematic landscape for records management or data flow within the broader ecosystem. Knowledge / Technical Skills / Expertise Developing Strategies Providing Insights Examining Information Interpreting Data Articulating Information