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KESEGOFETSE RANTHO
Information Management Specialist
Gaborone,Botswana
Summary
Goal-oriented, results-focused Information Management professional with extensive experience in developing and implementing comprehensive knowledge & information management and records policy programs/ strategy and leveraging information management technologies to improve operational efficiency. Document Control Specialist experienced document lifecycle while ensuring accuracy and quality. . Growth mindset and willing to help team move business forward with any task.
Overview
16
16
years of professional experience
7
7
years of post-secondary education
2
2
Certifications
Work History
Information and Records Management Specialist
Botswana Fiber Networks
Gaborone, Botswana
04.2022 - Current
- Collaborated with IT department to design and implement an electronic records management system, increasing accessibility and reducing physical storage needs-Customization and configuration of SharePoint to perform Electronic Records and Document management functionalities; Adopted use of OCR to help structure and retrieve information
- Improved systematic creation, use and maintenance of records and information by developing and Implementing Business File Classification System
- Ensured information security by enforcing strict access controls and conducting regular audits of system permissions.
- Improved access to information from legacy systems by migrating records from SharePoint on-premises to SharePoint online
- Enabled Records and information management governance by reviewing Records Management Policy to align to current business environment
- Improved records management efficiency by implementing new digital archiving systems and processes.
- Proactively identified potential risks in the company's records management practices, presenting findings and recommendations for improvement to senior management.
- Appointed Risk Champion for the department to coordinate risk management process.
- Established strong relationships with external vendors for secure off-site storage solutions, negotiating cost-effective contracts for the company''s needs.
- Updated existing retention schedules according to changes in regulations or business requirements.
- Implemented disaster recovery plans and backup procedures to safeguard critical business information from potential loss or damage.
- Ensured regulatory compliance, conducting periodic audits on company documentation and recordkeeping practices.
- Developed training materials to educate staff on proper records management procedures and protocols.
- Reviewed document management protocols and user activities against internal policies and standards.
Senior Knowledge and Information Management Officer (Enterprise Content Management)
Botswana Power Corporation
Gaborone, Botswana
08.2019 - 03.2022
- Improved electronic content management through developing and implementing content management strategies to enable integration of records and documents management technologies or applications and processes
- Facilitated cross-functional collaboration by creating shared access points for relevant documentation, fostering more cohesive organizational culture.
- Provided expert guidance on data privacy issues, keeping abreast of relevant legislation changes and advising on best practices accordingly.
- Collaborated with IT teams to define requirements for new systems implementations or upgrades, ensuring seamless integration with existing infrastructure.
- Assisted in risk mitigation initiatives by establishing thorough data backup policies and disaster recovery plans.
- Managed vendor relationships to secure favorable contracts for software licenses, technical support services, and hardware purchases as needed.
- Evaluated the effectiveness of existing information management strategies, identifying areas for improvement and implementing necessary changes to drive continuous evolution.
- Optimized data management processes by implementing an efficient information architecture and file categorization system.
- Increased team efficiency with the design and delivery of targeted training programs on various software applications and tools used within the organization.
- Championed process improvement initiatives that resulted in streamlined workflows, reduced redundancies, and increased productivity across departments.
- Enhanced decision-making capabilities by generating comprehensive business intelligence reports for management teams.
- Promoted organizational access to information through the implementation of a centralized document repository accessible to all employees.
- Collaborated with key personnel to verify data integrity and compliance with related regulatory guidelines and legal requirements.
- Analyzed datasets to identify trends and patterns in staff information management behaviors.
- Streamlined communication between departments with the development of an effective knowledge sharing platform.
- Ensured information security by enforcing strict access controls and conducting regular audits of system permissions.
Senior Records Management Officer
Botswana Power Corporation
Gaborone, Botswana
01.2016 - 08.2019
- Championed a culture of continuous improvement by regularly evaluating existing processes for potential enhancements in efficiency or effectiveness.
- Successfully set up a functional record management units for Customer Service Centers nationwide
- Facilitated knowledge sharing by serving as a subject matter expert and providing resources to colleagues when needed.
- Assisted in the development of records management policies and procedures, providing expertise on best practices.
- Conducted regular audits of recordkeeping practices, identifying areas for improvement and implementing corrective actions.
- Oversaw document imaging projects to convert paper files into digital formats, increasing accessibility while reducing physical storage needs.
- Maintained accurate inventories of record holdings through meticulous tracking systems and periodic audits.
- Managed offsite storage contracts, negotiating favorable terms while maintaining high levels of security for archived materials.
- Proactively identified potential risks or vulnerabilities in the organization''s recordkeeping systems, implementing preventative measures to safeguard sensitive information.
- Coordinated with cross-functional teams to ensure seamless integration of new systems or process changes affecting the organization''s recordkeeping practices.
- Reduced costs associated with record storage by implementing space-saving strategies such as consolidation or digitization initiatives.
- Developed comprehensive records retention schedules, ensuring timely disposal of outdated materials and compliance with legal requirements.
- Ensured regulatory compliance by staying current on industry standards and legislation related to records management.
- Promoted adherence to records management best practices by creating user-friendly guides, templates, and checklists for staff utilization.
- Provided training and guidance to staff on proper records handling procedures, fostering a culture of responsibility and accountability.
- Provided assistance with inbound and outbound document processes, document sorting, logging, and work order creation.
- Promoted efficient document processing by maintaining orderly and clean control room.
Principal Records Manager (D3)
Ministry of Lands and Housing (Ngwato Land Board)
Serowe, Central District
01.2015 - 12.2016
- Improve turnaround times for records management processes by performing regular audits to monitoring compliance to records management procedures and standards to address inefficacies
- Facilitated communication between senior management and staff related to new policy implementation or updates as a Records Management work stream leader in Land Administration Procedures Capacity Systems leading and capacitating records management function project
- Managed a budget of BWP 14 million to successfully undertake large-scale records relocation projects, ensuring minimal disruption to business operations - completed project on space creation for records storage as well as putting in place physical security measures for records storage.
- Managed and supervised project to decongest records to open individual plot files (to date Ngwato Land Boards has opened about 500,000 plot files)
- Optimized physical storage space usage by regularly purging outdated records according to established guidelines.
- Established performance metrics to evaluate success of implemented changes within the department.
- Monitored emerging trends in Records Management field; providing recommendations for possible implementation.
- Spearheaded the transition from paper-based to digital record keeping systems, streamlining workflow and reducing errors in data entry processes.
- Oversaw the preservation of historical documents, maintaining organizational knowledge for future generations.
- Carried out in-depth needs assessments to determine document management requirements at department and individual user levels.
- Provided expert consultations on legal discovery requests, assisting in efficient document production during litigation proceedings.
- Developed comprehensive staff training programs to improve productivity and ensure compliance with regulations.
Senior Records Manager (D4)
Ministry of Lands and Housing – Department of Town and Regional Planning
Gaborone, Botswana
05.2014 - 01.2015
- Facilitated Council Authorities to develop comprehensive records program for Physical Planning Committee records, through training workshops
- Designed and implemented file classification scheme for physical planning plot files
- Facilitated transformation of Departmental Library to special library to serve profession of Physical planning as well as developing heritage trail for development of Gaborone City.
- Developed audit tools to monitor performance of records management processes.
- Optimized physical storage space usage by regularly purging outdated records according to established guidelines.
- Monitored emerging trends in Records Management field; providing recommendations for possible implementation.
- Established performance metrics to evaluate success of implemented changes within department.
- Served as primary liaison between Records Management department and other internal stakeholders to ensure seamless integration of systems and processes.
- Streamlined records retrieval processes, reducing time spent searching for information.
- Established secure document destruction process, safeguarding sensitive information from unauthorized access.
- Developed comprehensive training programs to improve productivity and ensure compliance with procedures, standards and regulations.
- Worked with internal staff to process documents and sent for closing.
- Provided assistance with inbound and outbound document processes, document sorting, logging, and work order creation.
- Reviewed document management protocols and user activities against internal records policies and document management standards.
- Supported end-user access requirements by establishing compliant systems and effective access policies.
- Carried out in-depth needs assessments to determine document management requirements at department and individual user levels.
- Coordinated design and implementation of overall corporate documentation standards, numbering conventions and templates.
Senior Records Manager (D4)
Ministry of Transport and Communications - Corporate Services
Gaborone, Botswana
11.2010 - 04.2014
- Served as a Change Agent for Ministerial Process Management Team to conduct operational process audits and recommend improvements
- Designed and implemented file classification scheme for Corporate Services and Department of Roads Transport and Safety to facilitate referencing, filing and retrieval of correspondences
- Set up a records center for preservation and storage of inactive personnel records
- Developed audit tools to monitor the performance of records management processes
- Optimized physical storage space usage by regularly purging outdated records according to established guidelines.
- Monitored emerging trends in Records Management field; providing recommendations for possible implementation.
- Established performance metrics to evaluate success of implemented changes within the department.
- Served as the primary liaison between Records Management department and other internal stakeholders such as IT, Legal, HR departments to ensure seamless integration of systems and processes.
- Streamlined records retrieval processes, reducing time spent searching for information.
- Established a secure document destruction process, safeguarding sensitive information from unauthorized access.
- Developed comprehensive training programs to improve productivity and ensure compliance with procedures, standards and regulations.
- Provided assistance with inbound and outbound document processes, document sorting, logging, and work order creation.
- Reviewed document management protocols and user activities against internal records policies and document management standards.
- Carried out in-depth needs assessments to determine document management requirements at department and individual user levels.
- Coordinated design and implementation of overall corporate documentation standards, numbering conventions and templates.
Records Manager I and II (C1/2)
Kweneng Land Board- Molepolole
Molepolole, Kweneng District
10.2008 - 10.2010
- Successfully established the Records Management Unit and put in place records management systems in place for the efficient and effecting creation, use, maintenance and preservation of records.
- Enhanced records management efficiency by implementing advanced technology and industry best practices- Spear headed the computerization of Land rights applications registers (development of databases)
- Developed and implemented file classification scheme to facilitate structuring and organizing of information
- Received accelerated promoted to Records Manager (C1) after 11 months of exceptional performance in improving records management operations.
- Streamlined records retrieval processes, reducing time spent searching for information.
- Developed comprehensive training programs to improve productivity and compliance with procedures, standards and regulations.
- Conducted regular audits of record keeping systems, identifying areas for improvement and ensuring data accuracy.
Education
Post Graduate Certificate in Enterprise Risk Manag - Risk Management
07.2024 - Current
Post Graduate Diploma in Knowledge And Information - Knowledge Management
02.2018 - 03.2021
Bachelor of Library And Information Studies - Information Science
08.2002 - 10.2006
Skills
Skilled in Microsoft Office Suite
Knowledge Management
Electronic Records Management
Skilled in SharePoint
Document Management
Information Security
Enterprise content management
Taxonomy Development
Business process improvement
Teamwork and Collaboration
Risk Management
Research Skills
Data Analysis Using SPSS & Excel
Problem-solving abilities
Data Privacy & Compliance
Certification
Microsoft 365 Certified- Fundamentals
References
- Mr A. Ndobochani, 771319287
- Ms. M. L. Mooketsi, 7458102
- Mr. L. Mbakile, 72361600
Affiliations
- International council on archives
Interests
Avid reader
Attending networking events
Meditation
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Languages
English
Advanced (C1)
Software
Skilled in Microsoft Office Suite
SharePoint
Timeline
Botswana Accountancy College - Post Graduate Certificate in Enterprise Risk Manag, Risk Management
07.2024 - Current
Information and Records Management Specialist - Botswana Fiber Networks
04.2022 - Current
Senior Knowledge and Information Management Officer (Enterprise Content Management) - Botswana Power Corporation
08.2019 - 03.2022
University of Stellenbosch - Post Graduate Diploma in Knowledge And Information, Knowledge Management
02.2018 - 03.2021
Senior Records Management Officer - Botswana Power Corporation
01.2016 - 08.2019
Principal Records Manager (D3) - Ministry of Lands and Housing (Ngwato Land Board)
01.2015 - 12.2016
Senior Records Manager (D4) - Ministry of Lands and Housing – Department of Town and Regional Planning
05.2014 - 01.2015
Senior Records Manager (D4) - Ministry of Transport and Communications - Corporate Services
11.2010 - 04.2014
Records Manager I and II (C1/2) - Kweneng Land Board- Molepolole
10.2008 - 10.2010
University of Botswana - Bachelor of Library And Information Studies, Information Science
08.2002 - 10.2006