Quality Assessment

Job Title: Executive / Officer – Documents Storage & Custodian

Department:

Documents Storage / Records Management

Reporting To:

Storage Manager / Storage Head

Job Purpose:

To act as custodian of secured and unsecured customer property documents of Jana Small Finance Bank, ensuring safe custody, quality control, digital archiving, retrieval, dispatch, and regulatory compliance as per RBI guidelines.

Key Responsibilities:

1. Document Receipt & Verification

• Receive secured and unsecured loan documents from sourcing units/branches.
• Conduct detailed review and Quality Check (QC) of files.
• Identify discrepancies and coordinate with branches for rectification.
• Ensure proper indexing and tagging before further processing.

2. Scanning & Digital Archival

• Coordinate scanning of documents.
• Ensure accurate uploading into DMS (Document Management System).
• Verify scanned copies for clarity and completeness.
• Maintain proper digital indexing for easy retrieval.

3. Physical Vault Management

• Handover verified files to the vault team for secure storage.
• Maintain tracking through barcode/RFID system.
• Ensure proper rack allocation and vault mapping.

4. File Retrieval & LOD Support

• Retrieve documents based on branch/customer request.
• Process LOD (List of Documents) requirements.
• Scan and share required copies with branches within defined TAT.
• Track acknowledgment and handover records.

5. Loan Closure & Dispatch

• Upon loan closure, coordinate dispatch of original documents to respective branches.
• Maintain proper dispatch tracking and acknowledgment.
• Ensure secure packaging and handling.

6. Retention & Compliance

• Monitor document retention period as prescribed by RBI.
• Identify files eligible for archival or shredding post-retention.
• Maintain compliance documentation and audit readiness.

7. Confidentiality & Security

• Handle all customer property documents with strict confidentiality.
• Ensure no unauthorized access or sharing of documents.
• Adhere to bank-level data protection and information security policies.

8. Coordination & Follow-ups

• Regular follow-up with branches for pending discrepancies.
• Ensure all activities are completed within defined timelines.
• Support internal and external audits.

9. Role Flexibility

• Staff must be willing to work across any storage team function (QC, scanning, vault, retrieval, dispatch) as assigned.
• Maintain operational continuity during manpower rotation.

Key Skills Required:

• Knowledge of banking documentation (secured/unsecured loans preferred)
• Strong attention to detail
• Good coordination and follow-up skills
• High level of integrity and confidentiality

Educational Qualification:

• Graduate (Any discipline)
• Experience in banking operations / records management preferred

Critical Competencies:

• Accountability
• Process adherence
• TAT management
• Data confidentiality
• Audit readiness