RECORDS CUSTODIAN

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Position Title: Records Custodian

Job Summary:

• Ensure efficient and systematic safekeeping/maintenance of Bank’s files, documents, records. Perform proper handling of records for destruction. Assist and provide records retrieval requirement by the branches/units.

Role Exposure:

• Maintain proper storage of master copies of microfiche, processed microfilm rolls, controlled Records for Storage Destruction (RFSD) forms, destruction certificates, affidavit of loss files, and approved Request for Approval to Destroy Records (RADR) files including applicable record databases.
• Assist the branches/units in their records transfer requirements which includes RFSD review, correct Master Records Retention Schedule application and adherence to records transfer procedures.
• Schedule/Manage the records pick-up service requirements of branches/units and arrange service vehicle for the eventual transport to designated records center.
• Classify records according to reference ratio. Conduct and maintain record on inventory of shelf allocation for incoming record boxes and verify accurate placement or location of controlled record boxes. Make adequate provisions for maintaining and safeguarding all inactive records.
• Verify and supervise pull-out of record boxes subject of an approved RADR from respective shelves for its eventual disposal.
• Supervise the shredding of obsolete records and deliver the disposed files directly to assigned paper mills for recycling.
• Update and maintain computerized index file to facilitate ready reference on all record boxes safe keep at the records center.
• Process records retrieval requirements of branches/units and maintain computerized index/record database for monitoring purposes.
• Document release of requested documents and archive file for ease of reference and verification.
• Monitor compliance of branches regarding collection of retrieval fee charges.
• Prepare periodic report on uncollected retrieval fee charges for submission to Department Head.
• Prepare reminder notice for Bank officers with accountabilities due to unreturned borrowed original records.
• Analyze submission of destruction certificates and affidavit of loss by branches/units. Advise branches’/units’ appropriate action on non-compliance or ensure RMD’s acknowledgment of the same when fully complied.
• Monitor inventory of office supplies and inspect daily machines/apparatuses to ensure optimum performance.
• Assist in monitoring outsourced records personnel and other records management outsourced functions.
• Perform other related functions that may be assigned from time to time.

Qualifications:

• Bachelor’s Degree in any Business and other related courses
• Basic knowledge in using Microsoft Office

Other Details:

Rank: Rank and File

Unit: Financial & Control Sector / Legal and Remedial Services Group / Records Management Department
Location: Metrobank, Calamba Warehouse