Senior Records Specialist بدوام كامل في الإمارات العربية المتحدة
التخصص
السكرتارية والإدارة
نوع الدوام
دوام كامل
الخبرة
أي مستوى
الموقع
الإمارات العربية المتحدة
وصف الوظيفة
We're Hiring: Senior Records SpecialistLocation: United Arab Emirates (Remote)Employment Type: Full-TimeExperience Level: SeniorWork Arrangement: Fully RemoteAbout UsWe are a globally focused organization committed to maintaining accurate, secure, accessible, and reliable records across diverse markets. Our teams collaborate across Operations, Legal, Compliance, Finance, Human Resources, Technology, Projects, Quality, Procurement, and business functions to ensure organizational records are properly created, classified, maintained, protected, retained, and disposed of.Our records-management function supports operational continuity, regulatory compliance, accountability, knowledge preservation, and efficient information retrieval through structured records processes, governance standards, technology, and continuous improvement.The RoleWe are seeking an experienced Senior Records Specialist to lead records-management activities, information classification, retention, archival, retrieval, records quality, and records-governance processes across the organization.The ideal candidate will combine strong records-management expertise with exceptional attention to detail, information-governance knowledge, analytical capabilities, and stakeholder-management skills to ensure records remain accurate, authentic, secure, accessible, and compliant throughout their lifecycle.Key ResponsibilitiesDevelop and maintain records-management policies, standards, procedures, and operating guidelines.Establish records-management practices aligned with organizational requirements and applicable regulations.Manage the complete records lifecycle from creation and classification through retention, archival, retrieval, and disposition.Develop and maintain records classification schemes, file plans, taxonomies, and information structures.Establish records naming conventions, metadata standards, indexing requirements, and filing procedures.Maintain centralized physical and electronic records repositories.Ensure records are accurately classified, indexed, tagged, and stored in approved locations.Manage electronic records across document-management, content-management, enterprise, and collaboration platforms.Coordinate physical records storage, filing, indexing, retrieval, movement, and secure storage where applicable.Maintain accurate records inventories, registers, indexes, and location tracking systems.Monitor records for completeness, accuracy, authenticity, accessibility, and integrity.Conduct regular records-quality reviews and identify missing, duplicated, misclassified, or incomplete records.Coordinate correction and remediation of records-management issues.Establish and maintain records-retention schedules in collaboration with Legal, Compliance, Risk, and business stakeholders.Monitor retention periods and identify records approaching retention or disposition dates.Coordinate authorized records destruction, deletion, transfer, or archival activities.Ensure records are not destroyed when subject to legal holds, investigations, audits, disputes, or other preservation requirements.Maintain evidence of authorized records disposal and destruction activities.Coordinate records archiving in accordance with approved policies and retention requirements.Ensure archived records remain accessible, secure, and protected against unauthorized alteration or loss.Manage records retrieval requests from authorized employees, auditors, legal teams, regulators, and other stakeholders.Establish efficient records-search and retrieval procedures.Respond to records requests within defined service levels.Track records requests, response times, retrieval status, and outstanding actions.Support legal discovery, investigations, audits, regulatory requests, and information-access requirements.Coordinate with Legal and Compliance on legal holds, preservation notices, and records relevant to disputes or investigations.Maintain accurate records of legal holds and ensure affected records are protected from unauthorized disposal.Support audit preparation by identifying, retrieving, organizing, and validating required records.Maintain records required to demonstrate regulatory, contractual, operational, financial, and governance compliance.Monitor compliance with records-management policies and procedures across business functions.Conduct periodic records-management audits and assessments.Identify control weaknesses, non-compliance, records gaps, and process deficiencies.Develop corrective and preventive actions to address records-management issues.Track remediation activities through completion and verify effectiveness.Monitor records-access permissions and coordinate with IT and Information Security on appropriate controls.Ensure sensitive, confidential, personal, proprietary, and restricted records receive appropriate protection.Support information-classification and data-protection requirements.Coordinate with cybersecurity and privacy teams on records-related security and data-protection matters.Monitor risks associated with unauthorized access, alteration, loss, duplication, corruption, or inappropriate disposal of records.Support business-continuity planning for critical records and information.Identify critical records requiring enhanced backup, redundancy, protection, or recovery arrangements.Support records recovery and restoration activities following operational disruptions.Manage records migration during system implementations, platform changes, organizational restructuring, or business transformation.Coordinate records transfers between systems, repositories, offices, business units, or third-party storage providers.Validate migrated records for completeness, accuracy, metadata integrity, and accessibility.Coordinate with IT and system administrators on records-management requirements for new platforms.Key Performance IndicatorsRecords-management policy complianceRecords classification accuracyRecords indexing accuracyRecords metadata completenessRecords inventory accuracyRecords repository accuracyRecords retrieval turnaround timeRecords request completion rateRecords retrieval success rateRecords search efficiencyRecords completenessRecords authenticity and integrityRecords duplication rateMisclassified-record rateMissing-record rateRecords audit completionRecords audit finding closureRecords remediation completionRetention-schedule complianceRecords disposition complianceAuthorized destruction completionDisposal documentation accuracyLegal-hold complianceLegal-hold response timeRecords preservation complianceRegulatory records complianceRecords access-control complianceConfidential-record handling complianceInformation-security complianceRecords incident rateUnauthorized-access incidentsRecords loss or corruption incidentsCritical-record protection coverageRecords continuity readinessRecords migration accuracyRecords migration completionDigitalization qualityScanning qualityArchival accuracyArchive retrieval performanceThird-party records-provider SLA complianceRecords-storage cost efficiencyRecords-management training completionRecords policy awarenessRecords-system data qualityRecords automation adoptionProcess-improvement completionStakeholder satisfactionRecords-management reporting accuracyRecords-management reporting timelinessOverall records-risk reductionIdeal CandidateThe successful candidate should have strong experience in records management, information governance, document control, archives, information management, compliance administration, legal records, or knowledge management, preferably within an international, regulated, project-driven, or information-intensive organization.The candidate should demonstrate:Proven experience managing electronic and physical records throughout their lifecycle.Strong understanding of records-management principles, classification, retention, archival, retrieval, and disposition.Experience developing or maintaining records-management policies, p
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