Description
To support the systematic management, organisation, preservation, retrieval and security of the organisation’s physical and electronic records. The Archives Intern will assist in maintaining an efficient records management system that ensures documents are properly filed, easily accessible and handled in accordance with organizational policies and confidentiality requirements.
Records Sorting and Classification
- Sort, classify, label and file documents in accordance with the organization’s records management procedures.
- Ensure that physical files are properly arranged and stored for easy identification and retrieval.
- Maintain accurate indexing and filing systems.
Archiving and Retrieval
- Assist in maintaining archive registers and records inventories.
- Retrieve documents and files upon authorised requests.
- Track the movement of files to ensure accountability and prevent loss or misplacement.
- Return files to their designated storage locations after use.
Digitization and Data Entry
- Assist with scanning physical documents and converting them into electronic records.
- Enter and update records information in the relevant registers, spreadsheets or electronic systems.
- Ensure scanned documents are legible, correctly named and saved in the appropriate electronic folders.
Records Preservation and Security
- Handle documents carefully to prevent damage, deterioration or loss.
- Maintain the confidentiality and security of sensitive organisational information.
- Ensure that archived records are accessible only to authorised personnel.
- Report damaged, missing or misplaced documents to the supervisor.
Records Retention and Disposal
- Assist in reviewing records in accordance with approved retention schedules.
- Support the preparation of records for authorised disposal, subject to organisational policies and applicable legal requirements.
- Ensure that no records are destroyed without the necessary approval.
Records Audits and Reporting
- Assist with periodic records audits and physical verification of archived files.
- Identify missing, misfiled, incomplete or duplicated records and report discrepancies.
- Prepare basic records management reports and update archive registers.
General Administrative Support
- Provide administrative assistance to the Administration or Records Management function as required.
- Support the implementation and improvement of filing and archiving procedures.
- Perform any other duties reasonably assigned by the supervisor in line with the objectives of the internship.
Required Skills and Competencies
- Strong organizational and document management skills.
- High attention to detail and accuracy.
- Basic computer skills, particularly Microsoft Word and Excel.
- Good written and verbal communication skills.
- Ability to maintain confidentiality and handle sensitive information responsibly.
- Good time management and ability to meet deadlines.
- Ability to work independently and collaboratively.
- Willingness to learn and follow established procedures.
- Accurate and orderly filing and classification of records.
- Timely retrieval and return of requested files.
- Accurate maintenance of archive registers and inventories.
- Proper handling and confidentiality of organisational documents.
- Timely and accurate digitisation of physical records.
- Compliance with records management procedures and supervisor instructions.
- The internship is intended to provide practical exposure to records management, archiving, document control, digitisation and administrative operations while supporting the organisation’s records management function.