Freelance Consultant – Physical Archival Management SOPs | UAE Bank

Role: Freelance Consultant – Physical Archival Management SOPs

Engagement type: Freelance / Consulting

Duration: 2 to 3 Months

Start: Immediate

Work mode: Remote, with occasional on-site visits

Location: Near Sharjah, UAE

Objective

Define comprehensive, audit-ready Standard Operating Procedures (SOPs) for the bank’s Physical Archival Management System, covering the full lifecycle of physical records from indexing to compliant destruction.

Scope of work :

Indexing, Scanning & Barcoding

• Define unique file ID conventions and indexing structure
• Document procedures for scanning, barcode labelling and digital linking
• Enable rapid tracking and retrieval of physical files

Chain of Custody

• Define logged file transfer procedures
• Set up visitor registers and access controls for the archival area
• Design audited handoff processes for files, with clear accountability at each stage

Regulatory Compliance

• Align SOPs with applicable federal and local frameworks, including UAE Federal Law No. 7 of 2008 on archives
• Incorporate data protection standards and the bank’s internal policy requirements

End-of-Life Management

• Define retention and disposal procedures, including certified shredding and compliant document destruction after retention expiry
• Design and maintain a Hold Register for documents that must be retained beyond expiry

Key Deliverables

• Complete SOP document set covering all four scope areas
• Process flows, formats, registers and templates (e.g., chain-of-custody log, visitor register, destruction certificate, hold register)
• Compliance mapping to the relevant regulations
• Review and incorporation of stakeholder feedback, and final handover

Engagement Details

• Primarily remote delivery over 2 to 3 months
• On-site visits of 2–3 hours, once or twice a month, planned well in advance
• Travel expenses for site visits will be reimbursed

Desired Profile

• Proven experience in records management, document archival or process/SOP design, preferably in banking or regulated financial services
• Working knowledge of UAE archival and data protection regulations
• Experience with barcoding, document tracking and secure destruction processes
• Strong documentation skills and the ability to work independently with minimal supervision
• Based in or near Sharjah/UAE (preferred) and available at short notice

Please share your CV at hr@mindamend.net