CUMBRIA COUNTY COUNCIL

JOB PROFILE

RESOURCES DIRECTORATE

Post Title:DIGITISATION ASSISTANT

Responsible To:PRINCIPAL RECORDS MANAGER

Grade:5A

Main Purpose:

To support the operation and development of the Records Management Service by undertaking the digitisation of appropriate record series and attending to: the movement, storage, retrieval and listing of records; security and administration of premises and equipment; and other basic records management procedures, under the general guidance of the Senior Records Manager and supervision of other appropriate Records Management Service staff

Principal Accountabilities

  • Operate at all times with due regard to the importance of the records in order to ensure their security, the integrity of the evidence they contain, and the confidentiality of information (where appropriate)
  • Assist the Records Centre Administrator(s) in undertaking security, health and safety, maintenance and housekeeping duties at Records Management premises in order to safeguard premises, staff and records, and ensure the safe and efficient operation of equipment
  • Assist in the creation and maintenance of lists and other finding aids, to provide efficient means of access to records held by the Records Management Unit
  • Assist in the appraisal or selectionof records for preservation as historical documents, according to schedules or agreed criteria,or with the destruction of records deemed to have no continuing value
  • Assist in the movement of records from Council sites, and the organisation of their storage

Key Tasks

Outlined below are the main tasks associated with the role of Records Assistant (Digitisation) however, this list should not be seen as exhaustive, and may be subject to change in accordance with the needs of the organisation and in consultation with the postholder.

Digitisation procedures:

  • To deliver digitisation priorities as identified by the Principal Records manager – document arrangement will be agreed prior to initiation of digitisation projects
  • To undertake preparation of records prior to digitisation to minimise risk of damage to records and equipment and to ensure best possible image capture (clean documents, unfold paper, remove paperclips and staples etc)
  • To plan effectively and carry out digitisation procedures to produce quality digital content relating to a range of Corporate record series (technical considerations such as file format, resolution etc must be identified prior to digitisation)
  • To capture relevant metatada / record cataloguing terms in order to facilitate accessibility to digital content (following file naming conventions or indexing system requirements)
  • To undertake quality control checks, in liaison with relevant Records Management Service staff, disposition of original source records and the logging of auditable practices as required to ensure that digitised images are reliable, accurate and accessible. Records will be processed, scanned and stored within a secure environment (eDRMS) to ensure that records cannot be tampered with, once digitised
  • To carry out any other duties as are within the scope, spirit and purpose of the role, as requested by appropriate Records Management Service staff or Head of Corporate Information

Records management procedures:

  • Store records received safely, securely and in an orderly manner.
  • Compile and maintain location lists, indexes and aids to the efficient retrieval of records
  • Sort records under the general supervision of professional colleagues, compiling descriptive lists of records using appropriate ICT systems and ensuring accuracy
  • Produce records upon request and ensure their safe return after use
  • Assist in the appraisal of records, ensuring that records scheduled for further action are dealt with in the appropriate manner at the appropriate time
  • Ensure that records are handled with due regard to security and confidentiality

Operation of Cumbria Records Centres:

  • Assist in the management of the premises and maintenance of its security: by locking-up or unlocking the building and setting or unsetting the intruder alarm
  • Assist the Records Centre Administrator(s) to ensure thatthe office equipment (including computers, printers, photocopier, scanners, as well as ladders, kick stools sack barrows and trolleys) is maintained inefficient operation, throughchecking and reporting faults, routine servicing and liaison with contracted suppliers.
  • Supervise or maintain liaison with contractors, engineers, maintenance technicians and occasional visitors as required
  • Monitor the efficient operation of heating and electrical systems; reporting any building or equipment defects; rectify minor where it is safe to do so, and liaise with contractors where more extensive remedial action is required
  • Clean records, boxes, and shelves as required, using methods and equipment appropriate for the protection of records and the health and safety of staff.
  • Dismantle and erect shelving as required, with due regard for health and safety during construction and use.
  • Help answer enquiries about records held by the Records Management Service, and (where appropriate) conduct searches of records and supply information requested, with due regard to access restrictions and confidentiality.
  • Observe and help to enforce Health and Safety procedures and Risk Assessments in the workplace.

Staff Liaison

  • Liaise closely and effectively with Records Centre Administrator(s) and Records Clerks to ensure continuity of operations and service delivery throughout the week.
  • Liaise with Records Managers,Archivists, Conservators and other staff of Cumbria Archive Service as appropriate.

Qualifications and Experience

  • 3 GCSEs grade C or above (or equivalent) are desirable, including English and Mathematics at grade C or above (or equivalent). Applicants should have a high degree of personal organisational skills and reasonable administrative experience
  • Computer literacy is essential (familiarity with Microsoft Office or equivalent) together with practical skills in handling and maintaining equipment. Experience using scanning technologies is desirable
  • Practical experience of office administration and filing systems, preferably in local government service is desirable
  • A current clean driving licence, willingness to use own vehicle for business use and competence in handling small goods vehicles is desirable

Organisation

Additional Information

Contacts outside Cumbria Archive Service:

  • Officers of the County Council
  • Officers of District Councils and other public bodies and agencies
  • Contractors and suppliers of services
  • Members of the public

Updated: 20150818

Cumbria County Council

Person Specification

DIGITISATION ASSISTANT

ESSENTIAL
/
DESIRABLE
Qualification/Training/Competences / Literacy and numeracy
At least 3 GCSEs or equivalent at grade C or above, must include English and Mathematics at grade C or above / Organisational skills and attention to detail
Relevant Experience / Clerical, administrative and light manual work
Awareness of filing processes and procedures
Awareness of legislation governing privacy and access to information / Experience of working with moderate weights (knowledge of manual handling procedures)
Security of buildings / operation of intruder and fire alarms
Driving vans / small goods vehicles – a current driving licence and willingness to use own vehicle for business use is desireable
Experience of working with records and information, and dealing with confidential information
Knowledge / Health and safety practices / Operating heating and electrical systems
Skills / Keyboard/computer skills (Microsoft office or equivalent)
Good written and oral communication skills
Practical and technical skills in handling and maintaining equipment
Ability to arrange and list records, under supervision / Experience using scanning technologies
Ability to undertake security and routine maintenance duties
Special Circumstances / Ability to work as part of a small team, sometimes without close direction
Ability to adapt to changing priorities / Ability to liaise with staff (at various levels) and visitors to premises

Updated 20150818