Records Assistant

1 week ago


Manila, National Capital Region, Philippines SyCip Salazar Hernandez & Gatmaitan Full time
  1. Maintain, safekeep and monitor active firm records. Acknowledges receipt of incoming documents, check the completeness based on the Document Transmittal Form attached.
  2. Ensure that documents coming in and out are properly filed, and folders are kept in good condition.
  3. Encode received documents in Document Tracking System.
  4. Attend to requests for document retrieval.
  5. Confirm and validate the nature of the request and who the requestor is.
  6. Properly note the release of the document by encoding to DTS and accomplishing the borrower's card.
  7. Ensures that the records/folders are returned on time and in complete order, updates the DTS and borrower's card.
  8. Maintain, safekeep and monitor inactive firm records.
  9. Close monitoring of retention of inactive records that are subject for turnover to outsourced storage facility.
  10. Along with Records Head, coordinates with partner storage facility in the entire turnover process. Ensures that records are correct, complete and in proper condition upon turnover.
  11. Seals individually the boxes subject for turnover.
  12. Digitization:
  13. Scan, digitize, and index physical records using scanning equipment and software.
  14. Ensure the accuracy and quality of digitized records by performing quality checks.
  15. Maintain scanning equipment and troubleshoot technical issues as needed.
  16. Assist in developing and implementing digitization workflows and best practices.
  17. Handle sensitive and confidential information with discretion and adhere to data security protocols.
  18. Configure user permissions to restrict access to sensitive documents.
  19. Apply metadata tags to documents for better categorization and searchability.
  20. Perform routine maintenance tasks such as software updates, database optimization, and backup management with the help of IT Department or the software provider.
  21. Creation of Client Library in Archive One.
  22. Creation of Access/Credentials for legal and non-legal employees.
  23. Modification of personnel assignments for outgoing legal or non-legal employees.
  24. Reports generation in Archive One: access logs and document uploads.
  25. Conduct regular inventory of records.
  26. Perform other relevant tasks that may be assigned from time to time. Qualification Guides: Education: Graduate of any 4-year course (preferably Information Technology, Information Management, Computer Studies, or Office/Institution Management) Experience: Preferably with a background in records management work, particularly in managing digital records


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