Archive & Records Administrator

• Objective of Role
• To provide a professional archiving service in relation to the records and images contained within Nucleus, and to meet any public records requirements on behalf of all stakeholders.

• Support the achievement of the Restore Digital Quality, Occupational Health & Safety, Information Security and Environmental Management Objectives.
• Individual objectives to be agreed and performance reviewed during the Restore Digital annual appraisal process

• Key Role Responsibilities

• Maintain high safety and security awareness at all times.
• Maintain compliance to Information Security, as per the Nucleus and NDA Information Security Policy.
• Scanning:
• High speed scanning.
• Large form scanning.
• Microfilm scanning.
• Microfiche.
• Film.
• Book scanning.
• Information request and retrieval.
• Liaise with NDA, other stakeholders and members of the public via email, telephone or letter requests.
• Document and file storage record management.
• Accessioning new document collections to the archive.
• Document destruction process and shredding.
• Data input to the Archive Management System.
• Operate essential equipment i.e. scanner, shredder and work assist vehicles in a competent and responsible manner.
• Support the requirements of ISO9001:2015 and the Nucleus Quality Management System for the:
• Quality Policy.
• Quality Objectives.
• Quality Procedures.
• Understand the key principles and requirements of ISO 27001 and GDPR and be able to effectively demonstrate compliance with all applicable information security requirements.
• An awareness and understanding of Health and Safety obligations and legislation. Adherence to on-site Health and Safety Policies and Procedures at all times.

• Key Role Responsibilities

• An awareness and understanding of Business Continuity Management (BCM) ISO 22301. Adherence to on-site BCM Policies and Procedures at all times.
• Adhere to the Restore Digital Quality, Occupational Health & Safety, Environmental and Information Security Management system requirements which support compliance with the requirements of ISO 9001, ISO 14001, ISO 27001 and ISO 45001.

• Additional Responsibilities:

• Oversee all bulk scanning.
• Undertake all image and film requests.
• Moving image capture, digitisation and renovation.
• Archiving photographs, negatives and film.
• New media formats creation for social media or internet.
• Administration of Document Review and ensuing processes, including identification of records through report generation; preparation for reviews (including mail merge); destruction process; application of review decisions; applications for legal instruments; cataloguing and preparation of records for Discovery. All with reference to Public Records Act, Freedom of Information Act and TNA guidelines.
• Spreadsheet creation and merging; data cleansing, checking and analysis.
• Location of files and boxes which appear to be missing, eg tracing if received, mis recorded, requiring interpretation of filing systems etc.
• Collation of team data and statistics.
• Barcode label creation.
• ALO (Atomic Liaison Officer) with attendant legal responsibilities for security and classified documents.
• Create more in depth metadata capture of controlled documents.
• Spot checks and musters on controlled documents.
• Control the movements of all controlled documents.
• Maintain all paperwork concerning controlled documents.

Iron Mountain