Solomy KATASI
Summary
Experienced Records Management Professional with 9 years in managing paper and electronic records. Demonstrates strong analytical, organisational, and leadership skills while driving registry revitalisation projects. Proven mentor and team leader focused on continuous learning and effective communication. Delivers support in document control and compliance, enhancing information flow and fostering collaboration to improve organisational performance.
Overview
2
2
Languages
16
16
years of professional experience
Work History
Joint Venture Coordinator
CNOOC Uganda Limited
03.2022 - Current
- Coordinated the flow of Joint Venture (JV) information between internal departments, JV partners, and government authorities by ensuring timely, accurate, and compliant documentation and correspondence.
- Supported the planning and organization of meetings with JV partners and regulators by liaising with cross-functional teams to ensure proper representation, agenda alignment, and availability of required materials.
- Assisted in scheduling JV and stakeholder meetings, compiling presentation packs, and ensuring all supporting documents were complete, accurate, and aligned with company and regulatory requirements.
- Participated in JV and stakeholder meetings by preparing, recording, and distributing minutes and action matrices within stipulated timelines to support effective decision-making and follow-up.
- Managed incoming and outgoing correspondence through Electronic Document Management System (EDMS), ensuring classification, tracking, and compliance with company standards to support effective communication.
- Followed up with internal stakeholders to ensure timely responses to queries, action items, and requests raised by JV partners and government authorities.
- Contributed to the preparation of official memos, letters, and reports for both internal and external stakeholders, ensuring clarity, professionalism, and alignment with corporate communication standards.
- Maintained accurate and up-to-date records of JV business artifacts—including technical documents, reports, correspondence, and meeting records—in compliance with internal policies and regulatory requirements.
- Advised departments on establishing and maintaining structured filing systems (digital and physical), ensuring alignment with records management standards and operational efficiency.
- Oversaw the full document lifecycle, including receipt, classification, processing, storage, retrieval, and archiving of JV documentation to ensure accessibility and data integrity.
- Conducted quality control checks on JV documentation to ensure compliance with company standards and addressed any inconsistencies or gaps.
- Supported audit readiness and regulatory compliance by identifying and closing gaps in historical JV records through systematic review and documentation.
- Facilitated secure access to JV records for authorized personnel while maintaining confidentiality and adherence to data governance policies.
- Led and supported document digitization initiatives to enhance accessibility, preservation, and disaster recovery capabilities.
- Provided training and user support on EDMS, improving staff compliance and efficiency in handling JV documentation and correspondence.
- Reviewed document control and coordination workflows to recommend enhancements for continuous improvement initiatives, contributing to operational efficiency within JV.
- Followed up with internal stakeholders for timely responses and action on issues raised by Partners and Government Authorities.
- Assisted in preparing memos, letters, and reports for internal and external stakeholders, ensuring clarity and professionalism in all communications.
- Identified and suggested improvements that would enhance business performance within the JV operations.
Document Management Assistant
UN-RSCE
12.2019 - 12.2021
- Participated in a major digitization project within the Human Resources Registry, involving document scanning, indexing, metadata capture, and electronic file management to enhance preservation and access.
- Supported the implementation of filing structures and digitization procedures in line with international records management standards, ensuring adaptation to unit-specific needs and promoting efficiency in information retrieval.
- Managed the registration, tracking, and retrieval of incoming and outgoing records in both paper and electronic formats, maintaining access controls and ensuring data integrity within the recordkeeping system.
- Applied retention and disposition schedules to both physical and electronic records, ensuring compliance with organizational policies and contributing to space optimization.
- Streamlined Education Grant process to support automation and reduce paper dependency, aligning with digital transformation goals.
- Delivered training sessions to familiarise staff with digitization workflows and compliance requirements, enhancing user capacity and promoting adoption of digital systems.
- Contributed to the documentation and standardization of registry processes to support future training, consistency, and institutional knowledge retention.
- Facilitated research access by locating and preparing requested files, monitoring usage in research room, and ensuring compliance with confidentiality standards.
- Maintained both digital and physical repositories in good order, optimizing storage space and ensuring accessibility and security.
- Coordinated and supported the transfer and archival of Official Status Files (OSF) to the HRSD Registry in New York, including electronic file listing and inventory preparation.
- Participated in records disposition activities by liaising with originating offices, reviewing retention schedules, and preparing records for destruction in accordance with policy.
- Assisted in correcting metadata and structural errors in the recordkeeping system to maintain data quality and alignment with archival best practices.
- Supported coordination with service providers during records transfer, digitization, and logistics operations.
- Actively contributed to risk identification and management by flagging issues and proposing improvements related to records access, storage, and compliance.
- Carried out record accessioning by verifying incoming documents and ensuring their proper integration into archival repositories.
- Provided timely responses to internal clients by retrieving and supplying requested records, and supporting the delivery of services in accordance with access protocols.
Assistant Registration Officer
Uganda Registration Services Bureau (URSB)
05.2015 - 12.2019
- Identified and implemented improvements to enhance operational efficiency by reviewing document quality, analysing audit outputs, and advising management on trends in business registration processes.
- Oversaw the registry activities and liaising with project staff for the Electronic Document Management system (EDMS) project.
- Led the maintenance of business registers and confirmation of the authenticity of records.
- Compiled and submitted registry reports to senior management, providing insights into registry activities and performance.
- Conducted receipt, inspection, and verification of documentation from regional offices to ensure accuracy and completeness. from the various regional offices and indexing.
- Collaborated with staff to address client needs regarding file access, handling requests from various stakeholders to enable quick retrieval of physical and electronic records.
- Maintained the file tracking system by checking out & in files to monitor their movement.
- Designed and delivered internal training programs designed to familiarize team members with the system and correct usage to ensure consistent use of set procedures and enhance retrieval of records.
- Provided technical support for several Archives and Records systems - including maintaining user documentation, identifying new requirements, and writing enhancement specifications, and providing training.
- Gathered data from databases based on requirement from internal users and external users such as other government agencies.
Volunteer
Uganda AIDS Commission (UAC)
03.2015 - 04.2015
- Revitalised National AIDS Documentation and Information Centre (NADIC) by enhancing records management processes including classification, cataloguing, archiving, abstracting, shelving, and audio-visual records management.
- Responded to guest questions about current facility events and future offerings.
- Assisted guests in finding bathrooms and food areas throughout the facility.
- Complied with health and sanitation practices and procedures.
Volunteer
CONSUMER EDUCATION TRUST (CONSENT)
03.2011 - 11.2012
- Coordinated outreach programs to enhance community engagement and support.
- Resolved client complaints by actively listening and providing tailored solutions.
- Report writing and compiling minutes for meetings.
- Developed office inventories and managed mail dispatch for efficient communication.
Education
Master of Science - Records and Archives Management
MAKERERE UNIVERSITY
Kamapala10-2024
Bachelor Of Records & Archives Management -
MAKERERE UNIVERSITY
Kampala Uganda01-2015
Skills
- Records management
- Document management
- Document control
- Regulatory compliance
- Information technology
- Project coordination
- Microsoft Office
- Research skills
- Strong communication skills
Languages
English
Luganda
Personal Information
Hobbies: Piano, Children & teaching Sunday School, Basketball
Custom
- Ms. Bernadette Tamale, Senior Records Management Officer, Uganda Registration Services Bureau (URSB), Kampala, Central Region, Uganda, +256774699148, Bernadette.tamale@ursb.go.ug
- Mr. Ssekitto Francis, Lecturer, Makerere University, Kampala, Central Region, Uganda, +256706563389, ssekitto@cis.mak.ac.ug
- Mr. Charles Gathinji, Programme Management Officer, UN-RSCE, Entebbe, Central Region, Uganda, +254710852974, cgathinji@gmail.com
Timeline
Joint Venture Coordinator
CNOOC Uganda Limited
03.2022 - Current
Document Management Assistant
UN-RSCE
12.2019 - 12.2021
Assistant Registration Officer
Uganda Registration Services Bureau (URSB)
05.2015 - 12.2019
Volunteer
Uganda AIDS Commission (UAC)
03.2015 - 04.2015
Volunteer
CONSUMER EDUCATION TRUST (CONSENT)
03.2011 - 11.2012
Master of Science - Records and Archives Management
MAKERERE UNIVERSITY
Bachelor Of Records & Archives Management -
MAKERERE UNIVERSITY