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.

Job Description:

• 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.

Category: Operations Group

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Requisition: J0083392