Digital Archives Administrator

2 weeks ago

Nairobi, Nairobi Area, Kenya La Estación Jardines y Paisajes Full time $40,000 - $60,000 per year

Job Summary:

The Digital Archives Administrator is responsible for the collection, organization, classification, archiving, storage, and security management of digital archives within the company or organization, ensuring the integrity, traceability, and long-term preservation of electronic documents and data assets. This position plays a key role in the enterprise's information technology, digital compliance, and data security systems.

Main Responsibilities:

Collection and Archiving of Digital Materials

Responsible for summarizing and archiving electronic documents, contracts, email records, audio and video materials, scanned copies, etc., from various departments;

Establish an archive numbering and classification system according to the company's archive management system.

Digital Document Management and Maintenance

Use electronic document management systems (such as DMS, SharePoint, etc.) for document entry, annotation, and permission settings;

Regularly check and update the archive catalog to ensure the consistency of archive content and metadata;

Responsible for the digitization, scanning, storage, and organization of existing paper archives.

Data Security and Backup

Develop and implement digital archive backup plans to ensure data recoverability and tamper-proofing;

Collaborate with the IT department to maintain file encryption, access control, and system security;

Implement strict access management and confidentiality systems for sensitive information and confidential data.

Document Borrowing and Access Services

Accept document inquiry and borrowing applications, ensuring controlled and traceable use;

Record document circulation and usage logs, and regularly audit access records.

Compliance and Standards Implementation

Comply with national and industry policies and regulations regarding document management, data protection, and privacy compliance (such as GDPR or ISO 15489 standards);

Participate in the development and optimization of the company's digital document management system and processes.

Continuous Optimization and Training

Research the latest trends in document digitization and information management, and propose system optimization suggestions;

Provide training and guidance to employees in all departments on document management and data preservation standards.

Job Requirements:

Associate's degree or above in Records Management, Information Management, Computer Science, Library and Information Science, or a related field;

Familiar with electronic records management systems (such as M-Files, OpenText, DocuWare, etc.) and common office software;

Strong abilities in information classification, data organization, and logical thinking;

Detail-oriented, meticulous, and possess a high degree of confidentiality awareness and responsibility;

Preference will be given to candidates with knowledge of data security, privacy protection, or information compliance (such as ISO 27001, GDPR);

Preference will be given to candidates with experience in corporate records management, data governance, or document digitization.

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