Deputy Manager, Records Management

Sentosa Development Corporation & Subsidiaries; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A government-linked company in Singapore is seeking a Deputy Manager for Records Management to lead a records digitisation project and oversee declassification processes. Candidates should have a degree and at least 5 years of experience in writing-intensive roles. Strong skills in Microsoft Office are essential. The position offers opportunities to manage teams and collaborate with various stakeholders.

Qualifications

• Minimum 5 years in roles where excellent English writing skills are prerequisite.
• Experience in journalism, copywriting, communications, or similar fields.

Responsibilities

• Plan deliverables for records digitisation project with clear timelines.
• Procure and manage digitisation services and contractors.
• Guide RM team on declassification processes.

Skills

Proficiency in Microsoft Word

Proficiency in Excel

Proficiency in PowerPoint

Strong analytical skills

Attention to detail

Education

Degree or Diploma in Library Management, English, Literature, Mass Communication, Information System Management, or Business Administration

Job description

Position Title: Deputy Manager, Records Management

Contract Duration: Till March 2027

Key Responsibilities

1) Records Digitisation Project

(a) Scope and plan the deliverables of all digitisation, disposition and stock taking records workstreams with clear timeline. This includes the preparation of presentation slides, any write‑ups required, workflows, project status reports etc.

(b) Procurement of digitisation services which include the preparation of specifications to call for RFQ/PO via the Government’s bulk tender contract in consultation with Procurement Dept and Supervisor, evaluation/clarification of submissions, recommendation of contract award and management of contract including certification of the charges by the contractor ensuring prompt receipt of invoices from contractor.

(c) Responsible for the end-to‑end digitisation processes and leading the Records Management (RM) team in all digitisation processes, e.g. identification, preparation, quality check, categorising of digitised records according to the respective departments for uploading of records into the DMS by stakeholders, ensuring each task is completed within the stipulated timeline and the managing of stakeholders/contractors in terms of prompt submission of works and checking/tracking of contractor’s works for correct billing and prompt submission of invoices.

(d) Review, identify prepare records for disposition and promptly and correctly update the Master List on the records status and details after disposition.

(e) Review, identify cartons/files for stock taking purposes and check the Master List for the updated information ensuring the appropriateness of the subject matter description and the correct IM4L Retention Schedule reference number quoted.

(f) Ensure all outstanding matters, e.g. Master List is properly updated, digitised records are populated by the departments and forwarded to the relevant Divisional Records Officers to be uploaded into the DMS; track completion of the upload and hand over comprehensively to the relevant personnel minimally 1 month prior to contract expiry.

2) Records Declassification

(a) Provide guidance to the RM team on the declassification processes using the AI Declassification platform and carry out the actual declassification work when requested by Supervisor/National Archives of Singapore (NAS).

(b) Coordinate and communicate with NAS on all aspects of declassification including requisition of PDF files, seek clarification from NAS and other government agencies regarding file contents and declassification issues, prepare declassified records for management’s approval, update the declassified records details in Master List and facilitate/transfer the approved declassified records to NAS.

(c) Compile all declassified files into a comprehensive list and folders for approval by CRO to be ready to be transferred to NAS.

(d) Hand over all outstanding matters to the relevant personnel minimally 1 month prior to contract expiry.

3) Other Duties

(a) All other RM related duties as assigned.

(b) Brief and train the RM team on the agreed digitisation, declassification and disposition processes and ensure the processes are executed smoothly and followed through until completion of the processes.

Job Requirements

Education: Degree or Diploma in Library Management, English, Literature, Mass Communication, Information System Management, or Business Administration

Experience: Minimum 5 years in roles where excellent English writing skills are prerequisite and core to the position (e.g., journalism, copywriting, communications, or similar fields)

Technical Skills:

• Proficiency in Microsoft Word, Excel, and PowerPoint
• Strong analytical skills, reading comprehension, and attention to detail
• Process‑driven and highly organised approach

Personal Attributes:

• Excellent communication skills
• Team player who enjoys collaborating with others
• Ability to work independently and take initiative

Preferred Qualifications

• Working knowledge of records management concepts and principles
• Experience with end‑to‑end digitisation processes from hardcopy to softcopy records
• Familiarity with administering digitised records into Document Management Systems