Duduzile Eunice Mzila
RECORDS MANAGEMENT SPECIALIST
Annlin
Overview
26
26
years of professional experience
9
9
years of post-secondary education
Work History
SPECIALIST INFORMATION MANAGEMENT
SAMSA
09.2023 - Current
- Develop, implement, and review information management strategy, policy and procedures
- Ensure that the Electronic Information Management System is properly structured to comply with the applicable legislative obligations and approved Records Management Policy and Procedures
- Plan and analyse information needs of the organization and propose solutions
- Steward information sharing and documentation across the organisation
- Organize information by studying, analyzing, interpreting, and classifying data
- Develop an information management plan and relevant policies and procedures
- Analyse and apply the requirements of good information governance and relate them to the objectives of the organization
- Manage the integration, compatibility, and interoperability of information management solution with other systems
- Develop records storage plan, which includes the short, medium, and long-term housing of physical records and digital records
- Ensure compliance with financial, legal, administrative, and regulatory requirements relating to information management
- Establish retention and disposal schedules and disaster recovery
- Provide training to staff who require access or have responsibility for maintaining records
- Maintain confidentiality and integrity of information and records
- Ensure that records, documents, and knowledge resources are protected against unauthorized access, loss, damage, destruction, and theft
- Develop and manage information management partnership / collaboration plan
- Initiate and lead information management collaboration programmes with internal and external stakeholders
- Design and implement relevant projects and programmes
- Evaluate and review projects and programmes and take pro-active remedial action to achieve quality output
RECORDS MANAGER
First Rand Bank (FNB)
08.2023 - 10.2023
- PaperTrail Implementation
- Disposition schedule review
- Records register classification
- Review of RM policies/processes
- Maintenance of Records register
- Creation of Dashboard monitor
- Coordinator: Migration of documents from SharePoint to PaperTrail
- Management the access/ permission structures for folders
- Advise on PaperTrail Implementation
- Advise on Records Management Working Group Committee
- Creation of share sites via Company secretary portal
- Upkeep and maintenance of Company secretary portal
- Training of Company secretary, Ethics and Legal staff
RECORDS MANAGEMENT SPECIALIST
PTPI
07.2022 - 05.2023
- Company Overview: People Technology Process Integrated
- I joined the People Technology Process Integrated (PTPI) company based in Kempton Park on a project to implement an enterprise records management system at City of Ekurhuleni and the Agricultural Research Council (ARC)
- Trained 2500 staff at Head office and regional campuses
- File plan review and was approved by the National Archivist
- Developed a Records Management policy and procedures
- Development a metadata schema
- Developed a training user manual
- Contributed in developing a project charter
- Information assessment
- Report writing
- People Technology Process Integrated
RECORDS MANAGER
DBSA
06.2019 - 03.2021
- Manage the High Performance Centre (HPC) related records
- Act as the designated Records Manager
- Develop, implement and maintain policies, procedures and manuals related to the management of record
- Ensure compliance with relevant legislation and standards
- Control the maintenance and application of the filing system
- Ensure the proper classification and filing of records and the correct placement of relevant material in appropriate files
- Apply a policy of document economy
- Ensure co-operation and approval of the National Archivist as required
- Regulate the receipt and flow of related documentation
- Receive, record and sort document
- Make files available on request
- Trace documents
- Provide document on request Manage the control, custody, care and disposal of HPC related records
- Ensure the safe custody and protection of records
- Control the maintenance of the Records Control Schedule
- Obtain disposal authority and destruction or transfer qualifying material to the national Archives
- Access control of all HPC records
- Manage the unit and undertake all administrative functions required with regard to HPC
- Advise and lead supervisees with regard to all aspects of the work
- Manage performance, conduct and discipline of supervisees
- Ensure that all supervisees are trained and developed to be able to deliver work of the required standard efficiently and effectively
- Develop, implement and monitor work systems and processes to ensure efficient and effective functioning
Manager: Information & Records Management
Independent Development Trust
01.2017 - 07.2019
- Developed a Records Management Strategy
- Developed a records management policy, Information Standards Security Framework, procedure and a registry manual
- Developed 10 registries in head office and 9 regional offices
- Developed an Electronic Documents & records Management System (Datastor) with Metrofile
- Developed and maintaining a File Plan that was approved by National Archives
- Training staff to comply with the legislations
- Managing the budget of the sub-unit: Information & Records Management
- Managing Staff in the sub-unit
- Report writing
Act Manager: Information & Records Management
Independent Development Trust
01.2015 - 12.2016
- Developed a Records Management Strategy
- Developed a records management policy, Information Standards Security Framework, procedure and a registry manual
- Developed 10 registries in head office and 9 regional offices
- Developed an Electronic Documents & records Management System (Datastor) with Metrofile
- Developed and maintaining a File Plan that was approved by National Archives
- Training staff to comply with the legislations
- Managing the budget of the sub-unit: Information & Records Management
- Managing Staff in the sub-unit
- Report writing
Document Coordinator
Independent Development Trust
05.2009 - 12.2016
- Managing the implementation of the unit Document Management system
- Developing and presenting policies and procedures for managing unit documentation
- Co-ordinate user training and support
- Implementing and managing the documents policy relating to filing, archiving, storage and movements of documents
- Managing the document management system, version control
- Managing the implementation of unit comprehensive filing system
- Managing compliance with the developed and approved integrated filing system for 9 regions
- Developing, maintain and distributing the file index of documents nationally and regionally
- Managing the use of G drive to store all unit documentation
- Liaising closely with IT unit to ensure all relevant unit electronic documents are filed
- Developing and distributing guidelines for the use of the G-drive and effectively maintaining information stored
- Doing presentation in National office and road shows to the regions
- Advising on when to destroy documents plus keeping a register of all documents that was destroyed
- Coordinating record management in the unit and liaising with the organizational information management unit to ensure compliance
- Managing the implementation of policies regulating records management
- Managing the unit registry and ensuring compliance with registry sub unit
- Managing the unit information and knowledge Management base
- Consolidating the unit information stored in different drives and make it accessible to users
- Developing KM strategy and road map
- Coordinating Knowledge Management processes for compliance
Records Management Consultant
Independent Development Trust
08.2008 - 04.2009
- Conducted an Information Audit to Head Office & Regions
- Developed the Records Management Policy;
- Developed a filing Manual;
- Developed a uniform File Plan that was piloted at the CEO’s office
- Provided Records Management Training to Head Office & Regions
- Established Information Management Awareness
- Classified all documents at the CEO’s office
- Procured the mobile shelves for filing at the CEO’s office
Librarian
Department of Correctional Services
01.2007 - 07.2008
- Project Manager for Ulwazi (Resource Centre)
- Set up resource centre in consult the National Library of SA for compliance
- Information assessment audit
- Compiled and submitted audit findings to the Information Management Steering Committee
- Procure resource Centre materials and systems as per Supply Chain Management procedure
- Classified resource Centre materials and catalogue resource Centre materials
- Audited and maintained the Resource center
- Managing the Law Library at 5th floor (Juta Stats; Lexis Nexis database)
- Exhibiting and disseminating explicit information to DCS community
- Promoting the culture of Knowledge sharing via DCS KMS system
- Classification of books and library records using the Web Dewey
- Developed and updated the filing of library cards
- Manned the Resource Centre
- Offered user training to patrons
- Information searches through INMAGIC, Sabinet Online, online journals through EBSCOHORST, Swets (Thomson Gale), Oxford Reference, Medline and Lexis Nexis
- Liaise with various stakeholders and service providers, the Dept of Justice, SAPS, NPA and keep up-to-date with current and relevant information services
- Provide loans/reserve services to resource centre patrons
- Report & Memorandum writing
- Developed and aligned Resource Centre policy and procedures with the Deputy Director
- Assisted the Deputy Director in building a comprehensive Resource Centre collection
- Coordinated the arranging, describing, preserving, classifying and cataloguing of Resource Centre material
- Maintained the library’s Internet resources, databases, and electronic data journals
- Does copy cataloguing of serials using various information technology applications (i.e
- OCLC, SACat)
- Served as a primary liaison between subscription vendors and publishers
Information Officer (Contract)
Tshwane University
03.2005 - 06.2006
- Attend queries and support other departments
- Write correspondence letters to prospective students
- Answering all inbound calls from prospective students
- Co-ordinate information flow between academic faculties and university clients
- Capture and update clients data on ITS and make necessary follow ups
- Organize university course and campus information on desktop for clients use
- Communicate organizations services, products and procedures to clients
- Disseminate information to university clients and staff using various mediums
- Assess and interpret different types of information needs of university clients
- Scrutinize and reply to applications for admission from potential clients
- Provide appropriate advice, recommendations and referrals to university clients
- Liaise with various academic departments and keep abreast of developments
- Make follow-ups on client enquiries/complaints and compliments
Acting Manager: Information
Tshwane University of Technology
03.2006 - 05.2006
- Managed and organized an efficient and effective Information section
- Report Writing and problem solving
Senior Library Assistant
Mogale City Municipality
06.2003 - 03.2005
- Manning the retrieval section (cataloguing and classification of all 8 libraries)
- Library Administration
- Weeding of returning of provincial materials
- Responsible of library monies
- Supervising the bar-coding of library monies
- Blacklisting patrons linking with the ITC
Acting Librarian
Krugersdorp Public Library (Mogale City Local Municipality)
09.2004 - 11.2004
- Managing the Reference and Africana section
- Assisting researchers and students with Africana collections
- Compiling monthly statistics for Reference and Africana
- Project Co-ordinate for all the Mogale City library projects
- Interlibrary loans through Sabinet, the National Library of South Africa and within the provincial library
- Government and Provincial gazettes acquisition and binding
- Updating Africana pamphlet collection
- Receiving and returning Jutastats CD-ROMs
- Report writing
Acting Assistant Director Libraries
Mogale City
03.2004 - 08.2004
- Project Manager for the Mogale City Ubuntu Arts Centre in Magaliesburg (new Library)
- Managing and organizing an efficient library service (1 main library and 7 branches)
- Coordinating all activities regarding libraries within the section
- Planning and administering by setting goals and objectives
- Report writing
- Develop and implement policies and standards for arrangements and description of library materials
- Reporting at portfolio meetings with the Deputy Director Sports, Recreation and libraries
- Liaison with various stakeholders Subdirectorate/Directorate/Government/Public/Councillors on matters relevant to library services
Library Assistant
Nelspruit Library (Mbombela Local Municipality)
09.1998 - 05.2003
- Classifying and cataloguing of library materials using the Dewey CD-ROM
- Circulating library materials i.e
- Periodicals, journals and books at the circulation desk
- Displaying and exhibiting certain topics to the topics
- Manning the toy library section
- Data capturing and offer user training to patrons
- Compiling library statistics
- Responsible for library’s weekly petty cash
- Supervising the placing of barcodes on library materials
- Responsible for telephonic renewals, filing academic card catalogue
- Responsible for all the interlibrary loans requested from UNISA and the provincial library
Education
Certificate - Information Security
UNISA
PRETORIA 01.2017 - Current
BPHIL (Hons) - Information & Knowledge Management
Stellenbosch University
01.2011 - 01.2012
Certificate - E- RECORDS MANAGEMENT
North West University
B Tech - Knowledge Management
Tshwane University
Library Science, Information Science
University of the Western Cape (UWC)
Matriculation - undefined
Thembeka High School
Skills
Knowledge Management
Professionalbodiesmembership
- SARMAF-South African Records Management Forum-applied
- LIASA-Library and Information Association of South Africa
- Knowledge Management Practitioners' Group-applied
Leadershiproles
- Treasurer, Mbombela Local Municipality, Directorate: Community Services Social Club, 05/01/02 - 05/01/03
- Education & Training Officer, Cassinga Residence House Committee at the University of the Western Cape, 04/01/95 - 05/01/96
Alternativenumber
0783828882
Personal Information
- ID Number: 7504280328083
- Ethnicity: African
- Gender: Female
- Nationality: South African
- Driving License: Code 8
Timeline
SPECIALIST INFORMATION MANAGEMENT
SAMSA
09.2023 - Current
RECORDS MANAGER
First Rand Bank (FNB)
08.2023 - 10.2023
RECORDS MANAGEMENT SPECIALIST
PTPI
07.2022 - 05.2023
RECORDS MANAGER
DBSA
06.2019 - 03.2021
Manager: Information & Records Management
Independent Development Trust
01.2017 - 07.2019
Certificate - Information Security
UNISA
01.2017 - Current
Act Manager: Information & Records Management
Independent Development Trust
01.2015 - 12.2016
BPHIL (Hons) - Information & Knowledge Management
Stellenbosch University
01.2011 - 01.2012
Document Coordinator
Independent Development Trust
05.2009 - 12.2016
Records Management Consultant
Independent Development Trust
08.2008 - 04.2009
Librarian
Department of Correctional Services
01.2007 - 07.2008
Acting Manager: Information
Tshwane University of Technology
03.2006 - 05.2006
Information Officer (Contract)
Tshwane University
03.2005 - 06.2006
Acting Librarian
Krugersdorp Public Library (Mogale City Local Municipality)
09.2004 - 11.2004
Acting Assistant Director Libraries
Mogale City
03.2004 - 08.2004
Senior Library Assistant
Mogale City Municipality
06.2003 - 03.2005
Library Assistant
Nelspruit Library (Mbombela Local Municipality)
09.1998 - 05.2003
Certificate - E- RECORDS MANAGEMENT
North West University
B Tech - Knowledge Management
Tshwane University
Library Science, Information Science
University of the Western Cape (UWC)
Matriculation - undefined
Thembeka High School
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