Archive Manager

Roles and responsibilities

Ensure proper filing, version control, and indexing of all documents (both physical and digital).

Manage document classification, review, and approval workflows.

Coordinate with departments to ensure accurate and up-to-date documentation.

Ensure confidentiality and security of sensitive documents and information.

Work with IT teams to integrate and opƟmize document management systems (DMS) and e-archiving tools.

Maintain accurate records of document management acƟviƟes and generate reports as needed

Desired Candidate Profile

Minimum 3-5 years of experience in document control, with a focus on e-archiving.

Experience with document management systems (DMS) and electronic archiving solutions

Familiarity with ISO, legal, and regulatory requirements for document management.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

Experience with document management soŌware (e.g., SharePoint, Documentum, OpenText).

Excellent communication and interpersonal skills

• Organization: A key skill, as the role involves managing large volumes of files and ensuring they are stored and accessed efficiently.
• Attention to Detail: Accurate filing and data entry are crucial in maintaining a reliable record-keeping system.
• Computer Literacy: Familiarity with database systems, spreadsheet software (Excel), and document management systems (such as electronic filing systems) is essential for modern archiving work.
• Communication: Strong verbal and written communication skills to liaise with other departments and effectively retrieve or share documents.
• Confidentiality: Ability to handle sensitive information with discretion and care.
• Time Management: Efficiently organizing and prioritizing tasks, especially when dealing with a large volume of documents or requests.
• Problem Solving: When files go missing or need to be tracked down, a quick and efficient problem-solving approach is necessary.
• Basic IT Skills: Familiarity with office software, scanners, and document management software (e.g., Google Drive, Microsoft SharePoint, or document scanning tools).

Desired candidate profile

• Document Organization: Sorting and classifying documents according to company procedures. This could include filing paperwork, scanning documents for digital records, or ensuring physical files are stored in an orderly manner.
• Record Maintenance: Maintaining accurate records of both current and historical documents, ensuring they are properly filed and labeled for easy retrieval.
• Data Entry: Inputting data into digital systems and updating records regularly. This could involve using specific software designed for record-keeping or databases.
• File Retrieval: Locating and retrieving files as requested by team members or departments, ensuring quick and accurate access to documents.
• Digitization: Scanning physical documents and converting them to digital formats for easier access and backup.
• Archiving and Disposal: Ensuring that outdated or irrelevant documents are securely archived or disposed of in accordance with company policies, including following legal guidelines.
• Maintaining File Systems: Creating and maintaining an efficient filing system, whether physical or digital, to improve workflow and document accessibility.
• Compliance and Confidentiality: Ensuring that all records are handled in compliance with relevant privacy laws and regulations, maintaining confidentiality when necessary.
• Inventory Management: Keeping track of archived documents and materials, and ensuring that the storage space is optimized.
• Providing Support: Assisting other departments with document retrieval or filing requests.