ROSE LEA NSILULU MALANDA

• Participating in the design and implementation of an Electronic Document and Records Management System aimed at modernizing records management.
• Supporting staff on the usage of the approved NIPAM 2025 file plan.
• Visiting and assessing mini registries to consolidate decentralized records, as well as walkthroughs to assess storage environments and file statuses.
• Evaluate records' value and identify redundancies for efficient storage.

• To perform records management activities.
• Applying theoretical records and archival management knowledge and skills gained throughout the records management course into practical work aspects.
• Ensuring proper management of institutions' records, and that these records are filled appropriately according to the filling scheme approved by the National Archives of Namibia.
• To safely dispose of records according to approved retention and disposal schedules.
• Sorting and boxing files.
• Established awareness of records management among company staff.

• Assigning reference numbers to documents for efficient tracking and retrieval.
• Arranging and scanning documents into the NPC’s Electronic Document Records Management System.
• Organizing and preparing records for secure storage in the registry.
• Creating a retention and disposal list for outdated records.
• Supporting registry operations to ensure smooth and efficient information flow within the commission.

• Acquisition of records from offices.
• Assigning reference numbers.
• Creating the finding aid tool for current and transfer records.
• Maintaining central filing systems.
• Shredding or deletion processes to ensure confidentiality and data protection.
• Facilitating the retrieval of records.
• Creating metadata and cataloguing records.

• Controlling movement of files in and out office.
• Ensuring that movement of files are recorded at all times.
• Handling and distributing mail received from post offices.
• Filing documents in their respective locations within registry storage.
• Retrieving and giving out files to those that have requested for them.
• Preparing of new files to be keep in registry storage unit.
• Ensuring that no unauthorized persons enter into registry filling area.
• Developed classification systems to facilitate public access to archived materials.
• Processed correspondence, including post office pick-ups, sorting and distribution to appropriate parties.

● To perform archival tasks, by ensuring proper transfer of university related records into university archives and to ensure that it can be located when needed for reference.

● Ensuring arrangement and description of archival materials and content it contains.

● Drawing up and typing transfer lists for all consignments brought into archives.

● Allocating shelves numbers for each consignment and placing each consignment in their respective locations within archives storage unit.

● Transferring records into to archives unit from various departments.

● Offering reference services.

• To perform records management activities.
• Applying theoretical records and archival management knowledge and skills gained into a practical work aspect.
• Ensuring proper management of the institution's records, and that these records are filed appropriately according to the file plan, approved by the National Archives of Namibia.
• To safely dispose of records according to approved retention and disposal schedules.
• Established awareness of records management among the institution's staff, for them to familiarize themselves with records management and its importance within the institution.