Description
The Archives Intern will support the organization in the systematic management, preservation, organization, and retrieval of physical and electronic records. The role will assist in ensuring that organizational records are properly classified, securely stored, easily retrievable, and managed in accordance with established records management procedures and confidentiality requirements.
The intern will gain practical experience in records management, document control, archiving, digitization, and information management.
Key Responsibilities
Records Management- Assist in receiving, sorting, classifying, and organizing organizational records.
- File documents according to established filing and classification systems.
- Maintain accurate records of archived documents.
- Assist in identifying documents that require archiving, retention, transfer, or disposal.
- Ensure archived records are properly labelled, indexed, and stored.
- Retrieve archived documents upon authorized requests.
- Maintain an accurate archive register and document tracking system.
- Assist with scanning and digitizing physical records.
- Ensure scanned documents are complete, legible, and correctly named.
- Organize electronic records into appropriate folders and databases.
- Assist with data entry and updating electronic records.
- Identify and report missing, damaged, or duplicated records.
- Handle physical records carefully to minimize damage or deterioration.
- Ensure archived documents are stored in a secure and organized environment.
- Maintain confidentiality of sensitive and proprietary information.
- Follow organizational procedures relating to records access and information security.
- Report any lost, damaged, or unauthorized access to records to the relevant supervisor.
- Respond to authorized requests for archived documents.
- Track documents removed from the archive and ensured their timely return.
- Maintain a movement register for physical records.
- Assist employees in locating documents where appropriate.
- Assist with the identification of records that have reached their approved retention period.
- Support the preparation of records for authorized disposal.
- Ensure no records are destroyed without the required approval.
- Maintain appropriate documentation of disposed records.
- Assist with general administrative duties within the records/archive function.
- Prepare reports on archived and digitized records.
- Assist with periodic audits of physical and electronic records.
- Support the development and improvement of filing and archiving systems.
- Perform any other duties reasonably assigned by the supervisor.
Key Performance Areas
The Archives Intern will be assessed based on
- Accuracy and completeness of records.
- Proper classification and filing of documents.
- Timely retrieval of requested records.
- Accuracy of archive registers and databases.
- Successful digitization and indexing of documents.
- Adherence to confidentiality and records management procedures.
- Proper handling and preservation of physical records.
- Compliance with document retention and disposal procedures.
- Quality and reliability of administrative support.
Qualifications & Requirements
Minimum Qualifications- Diploma or bachelor's degree in Archives and Records Management, Library and Information Science, Records Management, Information Management, Administration, or a related field.
- Recent graduate or student seeking practical work experience.
- Basic understanding of records and information management principles.
- Good computer literacy, particularly Microsoft Word and Excel.
- Good filing and organizational skills.
- Strong attention to detail.
- Good written and verbal communication skills.
- Ability to maintain confidentiality.
- Good time-management skills.
- Ability to work independently and as part of a team.
- Willingness to learn and follow established procedures.
Personal Attributes
The ideal candidate should be:
- Organized and methodical.
- Detail-oriented.
- Trustworthy and discreet.
- Reliable and punctual.
- Proactive and willing to learn.
- Patient when working with large volumes of records.
- Professional in handling confidential information.
- Able to work under minimal supervision.