Assistant Manager, Archival

Job Summary/Purpose Archival Assistant Manager designs and implements storage methodology of archival documents so that data management, access, preservation and further retrieval is streamlined corresponding to the requirements of individual departments and ensure procedures are complied with ASG standards. The responsibilities includes: 1. Establish the customized data management system relevant to the type of data pertaining to each department. 2. Design the customized storage facility intended to streamline the archival work. 3. Coordinate with department heads of all ASG entities in order to initiate professional archival of the documents. 4. Create and maintain accessible, retrievable computer archives and databases, incorporating current advances in electric information storage technology. 5. Analyze various methods to identify the latest methodology to implement faster, safer and error free data population. 6. Design the classification and categorization of documents in order to maintain a secure, confidential, organized and accessible Data Management System. 7. Supervise the transfer of documents from various departments to archive record center upon receiving the request and further approval from authorities. 8. Create record history for documents “to and from” the archive record center. 9. Control access to confidential information and recommend codes of practice and procedures for accessing records/files. 10. Apply adequate pest control and storage methods. 11. Coordinate with health and safety sections in order to maintain valid commercial licenses. 12. Update all department heads with the current list of their records on a periodic basis. 13. Assist in the evaluation of back log scanning project and shortlisting of vendors. 14. Establish the design, configuration, budget, management report and conduct testing with the finalized vendor to initialize the project. 15. Coordinate with IT to procure and install hardware/networking for the project ensuring maintenance of bandwidth for faster uploads. 16. Supervise the PR creation for all relevant purchases and follow up on the same in order to minimize any delays. 17. Ensure that daily scanning volume is delivered in a timely manner. 18. Control the troubleshooting aspects during the project and escalate issues in a prompt manner. 19. Prepare document retention policy in consultation with department heads and Legal Department. 20. Prepare all relevant documents, obtain approvals and coordinate with external vendors to ensure effective and secure data disposal. 21. Archive retrieved documents by using appropriate hardware/software tools. 22. Check and locate the requested documents from the Archive section having prior approval from the Senior Group Manager, Administration. 23. Prepare necessary documents and approvals for all disposed documents. 24. Ensure that financial, legal and administrative requirements and regulations are dealt with for all data archival and disposal. 25. Carry out the responsibilities of the ISO Management Representative. Minimum Requirements: Educational Qualifications and Experience: Bachelor Degree (12th Standard + 3 years or 4 years degree) or equivalent and 6 years of experience or Diploma in Administration (12th Standard + 2 or 3 years Diploma) or equivalent and 2 years of additional managerial experience. Linguistic Abilities: English and Arabic is a must. Show more Show less