1.

Record

Storage, Retrieval & Lifecycle Management a.

Systematic

Storage & Organization

- Ensure all physical records are stored in a structured, indexed, and traceable manner across branches, offices, and central repositories.
- Implement standardized filing systems to categorize records such as legal, compliance, operations, customer documents, finance, HR, IT and non IT records.

b.

Efficient

Retrieval & Tracking Mechanism

- Facilitate end-to-end retrieval requests raised by branches or departments, ensuring timely access to required records.
- Maintain retrieval logs, chain of custody records, and track movement of files from warehouse to branch and back.

c.

Secure

Disposal & Destruction

- Execute destruction of expired records strictly as per the approved document retention schedule.
- Ensure secure shredding procedures with vendor coordination and certification of destruction.
- Maintain audit trails for all destroyed documents, including approval, vendor verification, and compliance documentation.
- Inventory & Documentation Management a.

Inventory

Creation & Upkeep

- Maintain an up to date central inventory of all documents stored across warehouses, branches, and offsite storage facilities.
- Update inventories with every recent addition, withdrawal, digitization project, or destruction activity.

b. Classification & Record Types

- Oversee documentation across categories such as:

o Customer KYC/Account Documents o Loan/Collateral Documents o Audit & Compliance Papers o IT/Non IT Asset Documents o Legal Agreements & Contracts o Operations & Branch Premises Records c. Quality & Preservation Control

- Ensure proper storage conditions such as humidity, temperature, cleanliness, and pest-control in warehouses to prevent damage to records.
- Periodically inspect storage facilities to ensure adherence to safety and preservation standards.
- Vendor, Warehouse, and Stakeholder Coordination a.



Vendor & Warehouse Management
- Coordinate with record management vendors, warehouse teams, logistics partners, and digitization service providers.
- Ensure compliance with contract terms, SLAs, transportation protocols, and safety standards.
- Conduct periodic audits of vendor performance and warehouse conditions.

b. Branch & Department Liaison

- Serve as the point of contact for branches and departments for record submission, retrieval, digitization, and destruction.
- Provide guidance to branches on correct packing, labelling, indexing, and shipment of records.
- Compliance, Audit & Regulatory Requirements a. RBI and Internal Policy Adherence
- Implement retention schedules, archiving protocols, and destruction guidelines as mandated by RBI norms, internal policies, and legal requirements.
- Maintain thorough documentation to support regulatory audits and inspections.

b.

Audit

Coordination & Closure

- Coordinate internal audit, external audit, and compliance reviews related to document management.
- Ensure all audit observations on record management are addressed and closed within defined timelines.
- Prepare MIS, compliance trackers, exception reports, and adherence dashboards for senior management.
- SOP, Process Development & Continuous Improvement a. SOP Development & Implementation
- Develop Standard Operating Procedures (SOPs) for:

o Storage & retrieval o Dispatch and logistics o Digitization & indexing o Document destruction o Compliance & retention schedules

- Regularly update SOPs to reflect new regulatory guidelines or process improvements.

b. Training & Awareness

- Train branch staff and internal stakeholders on correct record submission, packing, retention norms, and usage of document management systems.
- Conduct periodic awareness drives to reduce errors and improve adherence.

c.

Process

Optimization

Identify inefficiencies in record handling, duplication, delays, or errors and implement corrective measures.

Key Responsibilities:

📌 Coordinator Facilities & Records Management (Navi Mumbai)
🏢 Unity SFB
📍 Navi Mumbai