The records officer takes care of electronic and paper records, filing, maintaining membership lists, maintaining the records necessary under the Societies Act, and submitting information to the Corporate Registry in order to keep the association in-good-standing according to the requirements of the Act.
- Maintain an information management system for both manual and electronic records.
- Maintain the records management policy manual for the records life-cycle (creation, retention, and disposition)
- Develop the procedures necessary for business continuity planning (e.g., offsite copies of important records, etc.)
- Develop policies for the security of confidential records (e.g. agister names and contact information, volunteer case files, etc.)
- As a team lead, supervising, coaching, motivating, and training volunteers in the records management team.
Archive and Information Management – maintaining important administrative and operational records collections including:
- Records of Board and Membership meetings, including agendas, minutes, and notices of meetings and motions.
- Archive of historical documents and photographs to document our organization’s history as it develops.
- Clippings File (of news clippings, print media articles dealing with issues relevant to BCHA; and print, video, and audio recordings related to communications initiatives undertaken by BCHA)
- Registry of all voting members.
- Mailing lists of associate members.