Head, Document Management System at Eta-Zuma Group W/A Limited

Job Summary

• The Head of Document Management System oversees the organization's document management system (DMS) implementation, maintenance, and optimization. This role will ensure that the DMS is aligned with the organization's business objectives, supports efficient document management processes, and maintains data integrity and security.

Job Responsibilities

• Develop and implement a company-wide document management strategy, ensuring alignment with business goals and regulatory requirements.
• Lead the Document Management team, providing guidance, mentorship, and performance management.
• Collaborate with various departments to establish and enforce document control policies and procedures.
• Oversee the lifecycle management of company documents, including creation, storage, retrieval, archiving, and disposal.
• Ensure compliance with legal, regulatory, and internal requirements related to document handling, confidentiality, and retention.
• Implement and manage document classification and metadata tagging systems to facilitate easy retrieval and compliance tracking.
• Conduct regular audits to ensure adherence to document control processes and regulatory standards.
• Select, implement, and manage Document Management Systems (DMS) and other relevant software to optimize document handling across the organization.
• Ensure that document management systems are properly maintained, secure, and backed up regularly.
• Stay up to date with emerging technologies and best practices in document management and recommend improvements.

Qualifications and Experience

• Bachelor's Degree in Information Technology, Computer Science, or a related field.
• A master's degree in a relevant field (e.g., Business Administration, Information Management) is preferred.
• Minimum of 5 years of experience in document management systems, with at least 3 years in a leadership role.
• Proven expertise in implementing, maintaining, and optimizing DMS solutions.
• Strong understanding of data governance, security, and compliance best practices.
• Excellent project management and organizational skills.
• Strong communication and interpersonal skills.
• Ability to work effectively with cross-functional teams.

Required Skills and Knowledge:

• Deep understanding of document management principles and best practices.
• Proficiency in DMS software and technologies (e.g., SharePoint, Documentum, OpenText).
• Knowledge of data governance frameworks and standards.
• Familiarity with security and compliance regulations (e.g., GDPR, HIPAA).
• Strong analytical and problem-solving skills.
• Proficiency in data analysis tools (e.g., SQL, Excel).