The Archive & Records Administrator will provide professional archiving services, ensuring compliance with records requirements and information security policies. Responsibilities include scanning various media, document management, liaising with stakeholders, data input, and maintaining awareness of health and safety procedures and ISO standards.
At Iron Mountain we know that work, when done well, makes a positive impact for our customers, our employees, and our planet. That’s why we need smart, committed people to join us. Whether you’re looking to start your career or make a change, talk to us and see how you can elevate the power of your work at Iron Mountain.
We provide expert, sustainable solutions in records and information management, digital transformation services, data centers, asset lifecycle management, and fine art storage, handling, and logistics. We proudly partner every day with our 225,000 customers around the world to preserve their invaluable artifacts, extract more from their inventory, and protect their data privacy in innovative and socially responsible ways.
Are you curious about being part of our growth story while evolving your skills in a culture that will welcome your unique contributions? If so, let's start the conversation.
- 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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