Job Description

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.
2. 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 new 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.
3. 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.
4. 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.
6. 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 current 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