Assistant Director, Records Management

**[What the role is]**

As Assistant Director in the Records Management Department (RMD), you will lead NEA's records management (RM) programme to ensure proper record-keeping across all business functions, preserve corporate memory, and support knowledge flows within the agency. This role combines oversight of physical records/registry operations, systems for capturing digital file records, and governance of NEA's file plan, RM policies and processes, to transform the agency into a Learning Organisation.

Reporting to the Deputy Director of RMD, this position involves leading agency-wide records management initiatives while ensuring compliance with the Government Instruction Manual on the Management of Public Records (IM4L) and other legal or statutory obligations.

**[What you will be working on]**

You will be responsible for the following:
1. **Records Governance**
- Oversee the development and maintenance of NEA's organisation-wide file classification plan
- Supervise taxonomy design aligned to business functions
- Provide guidance on appraisal of NEA’s records with the National Archives of Singapore (NAS)
- Coordinate implementation across all departments to ensure proper filing of records
- RM Policy
- Review and update NEA's records management policies and SOPs to ensure alignment with IM4L requirements and industry best practices
- Conduct periodic policy reviews and gap analyses to identify areas for enhancement
- Develop new policies and guidelines to address emerging record-keeping needs and digital preservation requirements
- Establish monitoring mechanisms to ensure consistent policy implementation across departments

2. **Records Repositories**
- Digital File Records:

- Lead the ongoing development, upgrading and evolution of NEA’s electronic registry system (e-Registry)
- Ensure that e-Registry’s functionalities comply with IM4L, ICT policies and WOG requirements
- Oversee a team to centrally deploy and administer NEA’s file plan in e-Registry and other recordkeeping systems, including folder creation and access rights management for agency users
- Supervise the timely transfer of records with archival value to NAS
- Pursue efforts to improve findability and retrieval of knowledge from agency records
- Physical File Records:

- Supervise the management of registry filing rooms for hardcopy agency files
- Oversee a team to manage the processes for depositing / retrieving hardcopy agency files from registry filing rooms
- Implement controls for secure storage, retrieval and destruction of records passed retention
- Explore digitisation projects to scan remaining hardcopy files of value for long-term retention

3. **Culture and Capability Building**
- Build records management (RM) capabilities across NEA
- Develop and implement training roadmaps for staff and department records champions
- Promote effective recordkeeping practices
- Drive change management initiatives
- Stakeholder management
- Engage external stakeholders (e.g. NAS, NLB and AGC) on records management requirements
- Engage internal stakeholders, including Division Directors, Department Heads and Records Champions, to drive RM agenda
- Ensure timely submission of legal deposits and international agreements to NLB and AGC in accordance with IM4L requirements

**[What we are looking for]**

The job might be for you if you possess the following qualifications and qualities:

- A degree in a relevant field such as information management, library science or records management
- Additional professional certifications in records and knowledge management, information governance or data management would be advantageous
- At least 5 years in corporate roles, such as records and knowledge management, corporate planning, organisational development, or experience in driving organisational change
- Familiarity with IM4L, compliance requirements pertaining to records retention rules, information security and data privacy would be advantageous
- Strong leadership and communication skills to manage a team and collaborate with stakeholders at all levels across the organisation
- Excellent organisational, analytical and problem-solving skills to design and implement effective records management systems
- Physical fitness to manage agency hardcopy files in registry filing rooms

As part of the shortlisting process for this role, you may be required to complete a medical declaration and/or undergo further assessment.