Stephen Akushie Quansah
VANCOUVER,BC
Summary
- Meticulous records management specialist with expertise in developing, implementing, and optimizing electronic document management systems based on the Freedom of Information and Protection of Privacy Act (FOIPA). Coordinates system implementation and writes procedures to document work practice changes.
Overview
9
9
years of professional experience
Work History
Records Administrator
Graduate Student Society, University of British Columbia
Vancouver, BC
05.2024 - 08.2024
- Created a records management system for GSS records, both physical and digital.
- Managed all paperwork and accurately filed each piece alphabetically and according to significance.
- Oversaw the digitization of paper records, significantly reducing physical storage needs.
- Utilized Microsoft Office Suite, Archivematica, AtoM, and Handy Library for digital records management tasks.
- Enhanced security measures for sensitive information, significantly reducing the risk of data breaches.
- Trained new staff on record management systems and processes, enhancing team efficiency.
- Developed and maintained a cataloging system that improved retrieval times by a significant margin.
Records Manager
Department of Psychology, University of British Columbia
Vancouver, BC
09.2023 - 05.2024
- Successfully managed a high volume of records under strict deadlines
- Managed and organized company records using SharePoint, ensuring data accuracy and accessibility
- Implemented strategies for business continuity by maintaining, organizing, and securing important files and records.
- Utilized exceptional partnering skills to work closely with the IT department to implement new record management software.
- Applied excellent organizational capabilities to coordinate and streamline records storage and access procedures.
- Applied a consultative approach when working with management and staff to improve accuracy and efficiency in records management.
- Handled sensitive data and documents while maintaining high standards of record retention and confidentiality.
- Assisted in writing and updating user guides for the company's record management system, ensuring accuracy and ease of use.
- Kept electronic content legal, secure and accessible for relevant internal and external parties.
- Filed accurate weekly, monthly, and quarterly regulatory paperwork and maintained organization to support smooth audit processes.
- Administered document access and revision rights to personnel to maintain documentation integrity.
- Kept documents moving properly by applying strong organizational, planning and multitasking abilities.
Records Manager
Graduate Student Society, University of British Columbia
Vancouver, BC
05.2023 - 08.2023
- Assisted end users with resolving electronic content access issues while maintaining security standards.
- Kept electronic content legal, secure and accessible for relevant internal and external parties.
- Identified process gaps, determined solutions and implemented updates to drive efficiency improvements.
- Set up documents for individual projects based on specifications.
- Created and edited documents, mail merges and graphics using diverse programs.
- Maintains the electronic document management system, including troubleshooting and resolving user-level system issues.
- Monitored activities to assess compliance with records policies and document management regulations.
Assistant Archivist
Manhyia Archives
Kumasi
08.2019 - 07.2022
- Utilized Microsoft Office Suite to maintain, digitize and categorize archival materials, leading to increased efficiency in the retrieval process
- Experience in interpreting and applying business requirements to improve the records management process
- Managed customer inquiries and provided support in locating necessary records for internal and external audits
- Utilized ability to establish and maintain effective working relationships with team members, volunteers, and interns while working as an Assistant Archivist
- Created finding/searching aids using contemporary tools such as the Encoded Archival Description (EAD) by national standards and maintained the quality of finding aids created by other staff
- Managed and updated the organization's archival corporate policies to ensure compliance with regulatory requirements
- Involved with all stages of the archival process, from the acquisition, processing, digitization, and preservation of historical documents and materials
- Demonstrated an awareness of organizing and cataloging large volumes of archival materials effectively.
Records Assistant
The Supreme Court of
Accra
06.2015 - 08.2015
- Tracked exhibits admitted during court hearings and updated documentation in the government databases
- Examined legal documents and ensured adherence to laws and court procedures
- Fulfilled document requests by citizens, parties to cases, judges, and attorneys promptly, keeping records of all documents provided
- Assisted in training new employees and provided support with complex records management tasks and systems
- Updated and maintained court calendar and responded to inquiries about court procedures
- Answered face-to-face and telephone requests for information about warrants, citations, and other court documents
- Received and submitted payments for fees and fines, accurately tracked amounts, issued receipts, and updated computer systems.
- Provided support to the records management team by efficiently organizing and maintaining physical and digital files.
- Implemented innovative strategies for records management that improved efficiency by 20%.
Education
Master of Arts - History
University of British Columbia UBC
Vancouver, BC09.2024
Bachelor of Arts - History
Kwame Nkrumah University of Science and Technology KNUST
12.2018
Skills
- Archiving skills
- Electronic Records Management
- Records Management Systems
- File Retrieval
- Content Management
- Records Storage
- Digital Archiving
- Disaster Recovery
- Legal Research
- Attention to Detail
- Team building
- Adaptability and Flexibility
- Written Communication
- Active Listening
- Multitasking
Timeline
Records Administrator
Graduate Student Society, University of British Columbia
05.2024 - 08.2024
Records Manager
Department of Psychology, University of British Columbia
09.2023 - 05.2024
Records Manager
Graduate Student Society, University of British Columbia
05.2023 - 08.2023
Assistant Archivist
Manhyia Archives
08.2019 - 07.2022
Records Assistant
The Supreme Court of
06.2015 - 08.2015
Master of Arts - History
University of British Columbia UBC
Bachelor of Arts - History
Kwame Nkrumah University of Science and Technology KNUST
Leadership Experience
- Academic Board Chairperson, Historical Society of the Kwame Nkrumah University of Science and Technology (KNUST), Kumasi, 01/2018 - 01/2019, Helped students build learning and study skills to achieve educational goals., Developed interesting course plans with multimedia learning tools to meet the academic, intellectual, and social needs of students., Assisted fellow teachers with assignment development, special projects, tests, administrative updates, and grading., Modeled lesson planning strategies and classroom management techniques for student teachers., Monitored student progress using exams and assignments to assess thorough understanding.
- Vice President, Historical Society of the Kwame Nkrumah University of Science and Technology (KNUST), Kumasi, 01/2016 - 01/2017, Collaborated with various departments and student body organizations using effective communication and interpersonal skills to identify operational challenges and plan corrective actions., Facilitated the establishment and subsequent growth of HISOK, which focused on achieving results., Managed projects simultaneously through effective project management, time management, and conflict resolution skills.
References
Kassandra Darbel, Department of Psychology, UBC, kassandra.darbel@ubc.ca
Volunteer Experience
- Planning Committee Member, 09/01/23, 08/01/24, Black Graduate Student Network (BGSN), University of British Columbia, Vancouver, BC
- Academic Board Chairperson, 01/01/17, 01/01/18, Historical Society of Kwame Nkrumah University of Science and Technology (HISOK), Ghana
- Vice President, 01/01/16, 01/01/17, Historical Society of Kwame Nkrumah University of Science and Technology (HISOK), Ghana
- Sound Technical Team, 04/01/15, 03/01/22, International Central Gospel Church, Ghana
References
Kassandra Darbel, Manager, Operations and Administration, Department of Psychology, UBC, kassandra.darbel@ubc.ca
Sam Kenston, Past President, Graduate Students Association, UBC, sam.kenston@ubc.ca
Hobbies and Interests
Watching soccer games, biking, playing soccer, reading, running.
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