Description:
We are seeking an experienced and qualified Records and Archives Lead to lead a programme of work in four areas
1. negotiate and oversee the deposit of the pre-1960s archive with The London Archive
2. define the future composition of the post-1960s archive.
3. implement an electronic document management system and a carefully thought-out digitisation project for the archive.
4. develop and rollout across all teams with the management and digitisation of other Morden College records.
Key Responsibilities
Our Records and Archives Lead will focus both on the current archive and the document management of the future. Operating within Morden College’s governance framework, the role will have delegated authority to develop policies, standards, and procedures relating to records and archive management.
Recommendations relating to retention, disposal (‘weeding’), and permanent preservation will be presented to the Senior Leadership Team for approval, with significant or sensitive decisions escalated to the Board of Trustees where appropriate.
The role-holder will act as the organisation’s subject matter expert on records and archives and will have authority to challenge non-compliant practices and to require remedial action.
Responsibilities will include:
Morden College Archive
- Liaise with The London Archive regarding all aspects of the deposit and conservation of the pre-1960 Morden College archives, agreeing a project plan, timeline, respective roles and responsibilities and costs.
- Manage the identification and cataloguing of records for deposit and prepare the archives for transfer.
- Procure, manage, and quality-assure external contractors, suppliers, and (where applicable) volunteers engaged in archive, digitisation, or records management activities.
- Lead a tender exercise to procure an experienced and reputable company to carry out a transfer of the archive, in line with best practice.
- Evaluate post-1960 archive records to conclude whether they are worthy of permanent preservation. Make thoughtful recommendations to the Senior Leadership Team and Board of Trustees on any proposed ‘weeding’ of the post-1960 records, based on likely future historical significance as well as current needs. Clearly define and document the ‘archive of the future,’ setting clear policies for retention and disposal.
- Working with the Head of IT, identify and implement a suitable electronic document management system for the archive so that the future archive can be managed and accessed efficiently.
- Plan a digitisation programme for property records and other key physical documentation, with sufficient metadata built in to be able to store and find images for decades to come.
Document Management
- Support the Head of IT to embed Morden College policy and best practice for the retention, digitisation, management and disposal of Morden College documentation.
- Develop and document a long-term digital preservation approach for digitised and born-digital records, including standards for file formats, metadata, storage, access, and future migration, to ensure ongoing accessibility and integrity of the archive.
- Support teams with the review, archiving and disposal of historical documentation (e.g. financial and HR records), ensuring that decisions are taken in line with Morden College data and document retention policies and GDPR. Lead and support organisational change in relation to records management, including developing guidance, delivering training, and working with teams to embed consistent and sustainable practices across the organisation.
- Manage risk relating to record retention and the risk of digital obsolescence.
- Advise managers on best practice and exercise quality assurance in relation to document retention, and specifically with regard to long-term digital preservation standards.
- Working with the Sustainability and Impact Lead, champion and promote sustainability in all document management systems and processes.
Key Outcomes
- Successful deposit of the pre-1960 archive with The London Archive.
- Defined and documented a clear, approved policy for the post-1960 archive, including retention and disposal schedules.
- Implemented an electronic document management system and established sustainable processes for its use.
- Embedded organisation-wide understanding and compliance with records management policies.
Person specification
Qualifications: first degree or equivalent qualifications, together with postgraduate qualification in archives or Records Management
Experience – Essential
Experience of records management within a complex organisation
Experience of using digital document management systems and SharePoint.
Understanding of FOI and GDPR regulations.
Experience - Desirable
Experience of archives appraisal.
Understanding of requirements of record-keeping under charity law.
Skills and attributes
Able to balance a varied workload and effectively manage the delivery of tasks to different deadlines.
Able to work independently and pro-actively raise issues in a timely and considered way.
Excellent written and verbal communication skills, with the ability to communicate complex concepts and information clearly to a range of stakeholders and staff.
Able to maintain information security and confidentiality.
Collaborative, with the ability to deliver change working across multi-disciplinary teams.
High level of attention to detail, whilst also understanding the big picture.