The Record Keeping Executive is responsible for organizing, indexing, maintaining, and securely storing physical documents and historical records across the organization. This role focuses strictly on physical file management, archive tracking, document retrieval, and systematic hard-copy storage to ensure all company files are well-preserved, easy to locate, and fully compliant with retention policies.

Key Responsibilities

1. Hard-Copy File Management & Archiving
- Organize, sort, and store historical physical documents, files, contracts, bills, and office records systematically.
- Establish and maintain a explicit labeling, indexing, and filing system (alphabetic, chronological, or project-wise) for all physical files.
- Ensure physical archives and document storage areas are clean, well-organized, pest-free, and safe from physical damage.

2. Document Tracking & Retrieval
- Manage the inward and outward movement of physical files and records using physical logs or register entries.
- Retrieve specific old files, historical documents,



or client records promptly upon management or department requests.
- Track borrowed files and ensure they are returned to their designated archive locations in a timely manner.

3. Register Maintenance & Compliance
- Maintain up-to-date master registers for archived physical files, record boxes, and storage locations.
- Conduct periodic physical audits of stored files to verify record completeness and locate misplaced documents.
- Follow company record-retention and disposal policies for safe archiving or shredding of outdated files when authorized.

Required Qualifications & Experience
- Education: Any Graduate degree.
- Experience: 1–3 years of experience in physical file handling, record keeping, archive management, or administrative document maintenance.

Key Skills:
- Organizational and systematic approach to physical filing and indexing.
- Attention to detail and accurate physical register maintenance.
- Physical ability to hand

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