Archivist & Dispatcher Specialist

Job Purpose

The Archivist & Dispatcher role will be responsible for preserving important documents while ensuring the smooth and efficient dispatch of the documents. This position requires exceptional organizational skills, attention to detail, the ability to handle multi and time-sensitive tasks and the ability to handle multiple responsibilities simultaneously.

Position Accountability Description

1. Perform daily operations of the archiving system, ensuring all documents are accurately categorized, stored securely, and easily retrievable when needed.
2. Regularly update archival systems and databases to maintain accurate and current records.
3. Coordinate with various departments to collect, catalogue, and archive important documents, ensuring timely and accurate storage and retrieval.
4. Maintain a comprehensive and up-to-date index of archived documents, ensuring ease of retrieval for future reference and efficient access to needed information.
5. Monitor the condition of archived documents regularly, ensuring they are stored in a suitable environment to prevent any damage or deterioration over time.
6. Facilitate the digitization of physical documents, ensuring that digital copies are securely stored, regularly backed up, and easily accessible when required.
7. Supervise the archiving of electronic documents, ensuring they are securely stored, well-organized, and protected against unauthorized access or data loss.
8. Apply conservation techniques to maintain and restore physical documents, including proper storage and handling.
9. Utilize digital preservation methods for electronic records, ensuring long-term accessibility and integrity.
10. Ensure all archived documents are properly labelled, indexed, and stored systematically, facilitating easy retrieval and reference for authorized personnel.
11. Support the development and updating of archiving policies and procedures, ensuring they reflect current best practices and compliance with legal standards.
12. Assist staff in locating and accessing historical and operational records to support research, decision-making, and ensure compliance with information requests.

13. 1.     Provide expertise in understanding and interpreting archival materials to support research, decision-making, and ensure compliance with information requests.

    14.     Prepare detailed reports and analyses of archiving files as needed to support research, decision-making, and ensure compliance with information requests.

12.  

• Coordinate on digitization and secure storage of documents.
• Ensure compliance with legal and regulatory requirements.
• Collaborate on document handling and secure transfer protocols. 
• Ensure compliance with regulatory requirements.

High school or diploma employee.