Records Management Executive

2 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia PERSOLKELLY Workforce Solutions Malaysia Sdn Bhd Full time 40,000 - 60,000 per year

Key Responsibilities:

The selected individual will be responsible for the end-to-end process of converting our physical employee files into a secure digital system.

Key duties include:

  1. Document Preparation & Sorting:

  2. Retrieve physical employee files from current storage.

  3. Review, organize, and sort files according to a predefined classification system (e.g., by employee ID, department, or document type).

  4. Identify and flag any missing, damaged, or misfiled documents for review.

  5. Scanning & Digital Capture:

  6. Perform scanning of all the physical documents.

  7. Ensure all scans are clear, legible, and complete.

  8. Perform routine quality control checks on scanned images.

  9. Digital File Management:

  10. Name and save digital files according to a consistent, logical naming convention.

  11. Organize digital files into a structured folder hierarchy on our secure network drive / HRIS.

  12. Ensure the integrity and accuracy of the digital file system.

  13. Data Tracking & Indexing:

  14. Log each processed file into a digital tracker (e.g., Excel spreadsheet).

  15. Input key metadata for each file (e.g., Employee Name, ID, Date Scanned, Document Categories).

  16. Maintain an accurate and up-to-date tracker to reflect the project's status.

  17. Post-Scanning Organization:

  18. Carefully re-file original physical documents in their appropriate storage locations after scanning and verification.

  19. Prepare physical files designated for archival or secure destruction, following company policy.

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