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

2. Oversee the development and maintenance of NEA's organisation-wide file classification plan

3. Supervise taxonomy design aligned to business functions
4. Provide guidance on appraisal of NEA's records with the National Archives of Singapore (NAS)

5. Coordinate implementation across all departments to ensure proper filing of records

6. RM Policy

7. Review and update NEA's records management policies and SOPs to ensure alignment with IM4L requirements and industry best practices
8. Conduct periodic policy reviews and gap analyses to identify areas for enhancement
9. Develop new policies and guidelines to address emerging record-keeping needs and digital preservation requirements

10. Establish monitoring mechanisms to ensure consistent policy implementation across departments

11. Records Repositories

12. Digital File Records:

13. Lead the ongoing development, upgrading and evolution of NEA's electronic registry system (e-Registry)
14. Ensure that e-Registry's functionalities comply with IM4L, ICT policies and WOG requirements
15. 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
16. Supervise the timely transfer of records with archival value to NAS

17. Pursue efforts to improve findability and retrieval of knowledge from agency records

18. Physical File Records:

19. Supervise the management of registry filing rooms for hardcopy agency files
20. Oversee a team to manage the processes for depositing / retrieving hardcopy agency files from registry filing rooms
21. Implement controls for secure storage, retrieval and destruction of records passed retention

22. Explore digitisation projects to scan remaining hardcopy files of value for long-term retention

23. Culture and Capability Building

24. Build records management (RM) capabilities across NEA

25. Develop and implement training roadmaps for staff and department records champions
26. Promote effective recordkeeping practices

27. Drive change management initiatives

28. Stakeholder management

29. Engage external stakeholders (e.g. NAS, NLB and AGC) on records management requirements
30. Engage internal stakeholders, including Division Directors, Department Heads and Records Champions, to drive RM agenda
31. 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
• Candidates with backgrounds in courses with technical rigour may also be considered (e.g., business administration, engineering)
• 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.