This role ensures confidentiality, accuracy, traceability, and regulatory compliance in managing physical archives, with strict access control and documented accountability for every original record.
Key Responsibilities
1. Custody & Document Control
Act as the official custodian of all original student documents, including: High school certificates, Academic transcripts, Result cards, Graduation certificates, Scholarship contracts, Promissory notes
Financial and legal undertakings
Ensure secure storage, preservation, and protection of all records
Maintain a zero-tolerance approach to document loss, damage, or unauthorized handling
2. Archive Organization & Filing System
Establish and maintain structured filing and numbering systems
Arrange documents based on: Student ID, Program, Intake, Academic year
Label and index all cabinets and files for audit readiness
Ensure documents are easily retrievable without compromising confidentiality
3. Access Control & Authorization
Enforce strict access control to the archive room
Release original documents only upon approved written request
Maintain a document tracking register including: Document name, Student ID, Date & time, Purpose, Authorized recipient signature
Ensure full accountability for every document movement
4. Audit & Compliance
Conduct periodic (semester/annual) physical audits
Reconcile physical documents with system records
Prepare audit reports covering: Document availability, Completeness, Storage condition, Compliance gaps
Escalate discrepancies and risks immediately
5. Documentation & Tracking
Maintain updated logs for: Stored documents, Retrieved documents, Returned documents, Ensure full traceability of all document movements
Support internal and external audits
6. Confidentiality & Compliance
Maintain strict confidentiality of all records
Ensure compliance with: BMC policies and procedures, NCAAA requirements, Ministry of Education regulations, Data protection standards
Handle sensitive and legal documents with high ethical standards
Authority & Accountability
Full custodial responsibility for all original student documents
Accountable for document accuracy, safety, and integrity
Authorized to deny access to unauthorized individuals
Required to escalate any risks or violations immediately
Requirements
High attention to detail and organization
Strong sense of accountability and integrity
Knowledge of records management and archiving practices
Ability to maintain confidentiality and data security
Basic reporting and documentation skills
Ability to work independently with minimal supervision
General Responsibilities
Adhere to institutional policies and ethical standards
Maintain a clean, organized, and secure archive environment
Support audits and compliance activities
Assist the Admission & Registration Department with:
Official documents
Certificates
Internal correspondence
Support peak admission and registration periods
Perform other duties as assigned by the Department Head