Application Open:
Full-Time
The Records Management Specialist is responsible for operational
governance, primarily within digital environments, of records
maintained for legal, regulatory, audit, and business continuity
purposes. Reporting to the Head of IEQA, the role includes
responsibility for establishing, implementing, and overseeing
MBZUAI’s records management framework, ensuring the systematic
creation, classification, retention scheduling, protection, and
lawful disposition of institutional records within enterprise and
electronic records systems across all departments. The role
collaborates with the Digital Archives Specialist on shared records
and archival systems, ensuring clear separation between operational
records lifecycle management and long-term archival
preservation.
Key Responsibilities
Records Governance, Compliance & Digital Lifecycle
Management
- Develop, implement, and administer a digital-first records
management framework governing the classification, retention,
protection, and lawful disposition of institutional records
maintained for legal, regulatory, audit, and business continuity
purposes.
Develop and maintain retention schedules, automated disposition
rules, classification structures, metadata controls, and access
permissions within enterprise records management systems
(ERMS).
Ensure secure and auditable disposition of records in
accordance with approved retention schedules and regulatory
requirements.
Monitor institutional compliance with records of governance
policies and support audits, regulatory reviews, and legal
inquiries.
Provide advisory guidance on records-related risks affecting
compliance, litigation exposure, and operational continuity.
System Management & Optimization
- Co-lead implementation and optimization of digital enterprise
records and content management platforms (DAMS, ERMS), ensuring
functionality supports legal and regulatory retention
requirements.
- Collaborate with IT to ensure secure storage, backups,
migration and system performance.
- Administer system-based controls supporting retention, access,
and audit functionality.
- Identify opportunities for AI-enabled cataloguing, search
optimization, and workflow automation, for review and approval by
Head.
Digital Preservation & Integrity
- Work closely with the Digital Archives Specialist on digital
preservation strategies to ensure long-term accessibility and
authenticity of digital archival materials.
Training and Departmental Support
- Provide departmental training on digital record classification,
retention, and transfer responsibilities within enterprise
systems.
- Promote awareness of records governance obligations across the
University to ensure regulatory compliance and operational
continuity.
- Support departments in responding to audits, investigations, or
legal disclosure requirements.
Coordination with Archives
- Identify records of continuing historical and research
significance eligible for archival transfer, after regulatory and
operational retention obligations have been satisfied.
- Coordinate with the Digital Archives Specialist to ensure
structured transfer of records designated for permanent
preservation, maintaining clear separation between
compliance-driven records of governance and archival
stewardship.
Academic Qualifications Required
- Bachelor’s degree in Records Management, Information
Governance, Library and Information Science, Information
Management, Business Administration, Law, or a related
discipline.
- Professional certification in records or information governance
(e.g., Certified Records Manager (CRM), Information Governance
Professional (IGP), or equivalent) is desirable.
Professional Experience Required
Essential:
- Minimum of 5–7 years’ experience in records management or
information governance within a digital-first institutional
environment.
- Demonstrated experience developing retention schedules and
defensible disposition processes and supporting audits, legal
holds, and regulatory reviews.
- Proven experience configuring or administering enterprise
records management systems (ERMS), content management platforms, or
cloud-based information governance tools.
- Strong understanding of data protection, regulatory compliance,
audit readiness, and legal hold procedures.
- Experience implementing digital classification frameworks,
metadata governance, and automated lifecycle controls.
- Demonstrated ability to deliver training and advisory support
to departments on records governance responsibilities.
Preferred:
- Experience in higher education, public sector, or similarly
regulated environments, particularly within the UAE.
- Familiarity with AI-enabled archival technologies and
automation tools.
- Knowledge of UAE regulatory frameworks related to records
governance.
- Familiarity with international records management standards
(e.g., ISO 15489)
