Job Title: Archiving Officer
Type: Hybrid

Reports To: CEO; Project Managers

Job Summary:
The Archiving Officer is responsible for managing and maintaining the organization's records and archives. This includes ensuring the proper storage, preservation, and retrieval of documents, both physical and digital. The Archiving Officer will develop and implement archiving policies and procedures, ensuring compliance with legal and regulatory requirements, and support various departments in accessing and utilizing archived materials.

Key Responsibilities:

1. Archival Management:
- Develop and implement archiving policies and procedures.
- Maintain and organize physical and digital archives.
- Ensure proper storage conditions to preserve the integrity of records.
- Monitor and manage the lifecycle of documents, including retention and disposal.

2. Records Organization:
- Classify and index records for easy retrieval.
- Create and update metadata for digital records.
- Develop and maintain an effective filing system for both physical and digital documents.

3. Compliance and Security:
- Ensure compliance with relevant legal and regulatory requirements related to records management.
- Implement security measures to protect sensitive and confidential information.
- Conduct regular audits to ensure adherence to archiving policies and procedures.

4. Access and Retrieval:
- Assist staff in locating and retrieving archived documents.
- Manage requests for information and provide access to records as needed.
- Maintain a tracking system for borrowed or accessed documents.

5. Digitization Projects:
- Oversee the digitization of physical records, including scanning and data entry.
- Ensure the quality and accuracy of digitized records.
- Implement and manage digital archiving systems and software.

6. Training and Support:
- Provide training to staff on archiving policies, procedures, and systems.
- Offer support and guidance to departments on best practices for records management.

7. Continuous Improvement:**
- Stay updated on industry trends and best practices in records management and archiving.
- Identify opportunities for process improvements and implement changes as needed.

Qualifications:

- Education:** Bachelor’s degree in Information Management, Library Science, Archival Studies, or a related field.
- Experience:** Minimum of 1-3 years of experience in records management, archiving, or a related field.
- Skills:
- Strong organizational and time management skills.
- Excellent attention to detail.
- Proficiency in using records management and archiving software.
- Knowledge of legal and regulatory requirements related to records management.
- Strong communication and interpersonal skills.
- Ability to work independently and as part of a team.

Preferred Qualifications:

- Experience with SharePoint

Working Conditions:

- Office environment with occasional lifting and moving of physical records.
- May require extended periods of sitting and computer use