Archive & Records Officer

Jeddah, Saudi Arabia | Posted on 03/30/2026The Archive & Records Officer is responsible for the secure custody, organization, control, and auditing of all original student documents at Batterjee Medical College. 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 Responsibilities1. Custody & Document ControlAct as the official custodian of all original student documents, including:High school certificatesAcademic transcriptsResult cardsPromissory notesFinancial and legal undertakingsEnsure secure storage, preservation, and protection of all recordsMaintain a zero-tolerance approach to document loss, damage, or unauthorized handling2. Archive Organization & Filing SystemEstablish and maintain structured filing and numbering systemsArrange documents based on:Student IDProgramIntakeAcademic yearLabel and index all cabinets and files for audit readinessEnsure documents are easily retrievable without compromising confidentiality3. Access Control & AuthorizationEnforce strict access control to the archive roomRelease original documents only upon approved written requestMaintain a document tracking register including:Document nameStudent IDDate & timePurposeEnsure full accountability for every document movement4. Audit & ComplianceConduct periodic (semester/annual) physical auditsReconcile physical documents with system recordsPrepare audit reports covering:Storage conditionCompliance gapsEscalate discrepancies and risks immediately5. Documentation & TrackingMaintain updated logs for:Stored documentsRetrieved documentsReturned documentsEnsure full traceability of all document movementsSupport internal and external audits6. Confidentiality & ComplianceMaintain strict confidentiality of all recordsEnsure compliance with:BMC policies and proceduresNCAAA requirementsMinistry of Education regulationsData protection standardsHandle sensitive and legal documents with high ethical standardsAuthority & AccountabilityFull custodial responsibility for all original student documentsAccountable for document accuracy, safety, and integrityAuthorized to deny access to unauthorized individualsRequired to escalated any risks or violations immediatelyRequirementsHigh attention to detail and organizationStrong sense of accountability and integrityKnowledge of records management and archiving practicesAbility to maintain confidentiality and data securityBasic reporting and documentation skillsAbility to work independently with minimal supervisionGeneral ResponsibilitiesAdhere to institutional policies and ethical standardsMaintain a clean, organized, and secure archive environmentSupport audits and compliance activitiesAssist the Admission & Registration Department with:CertificatesInternal correspondenceSupport peak admission and registration periodsPerform other duties as assigned by the Department Head#J-18808-Ljbffr