Job Description: Records Archivist

Position Overview:
The Records Archivist is responsible for managing and preserving records and information within the Library and Information Science department. This role focuses on organizing, cataloging, and maintaining records in both physical and digital formats to ensure efficient retrieval and secure storage. The Records Archivist plays a crucial role in ensuring the integrity, accessibility, and long-term preservation of archival materials.

Key Responsibilities:
1. Organize and classify records: Categorize and arrange records according to established principles, such as provenance, function, or format, to facilitate easy retrieval and accessibility.
2. Catalog and index records: Create detailed descriptions, metadata, and indexing for records using appropriate standards and systems to enable efficient search and retrieval.
3. Preserve records: Implement preservation strategies to protect records from deterioration, damage, or loss, including appropriate storage conditions, digitization, and conservation techniques.
4. Conduct research and analysis: Perform research to identify the historical or legal significance of records, and analyze their value and potential for long-term retention.
5. Evaluate records for retention or disposal: Assess records based on retention schedules, legal requirements, and archival policies to determine whether records should be retained or disposed of.
6. Develop and implement records management policies: Collaborate with relevant stakeholders to establish and enforce policies and procedures for records management, ensuring compliance with legal and regulatory requirements.
7. Provide reference services: Assist researchers, scholars, and internal staff in locating and accessing specific records or information, providing guidance and support in their research activities.
8. Train staff on records management: Conduct training programs and workshops to educate staff on best practices for records management, including proper handling, preservation, and retrieval techniques.
9. Stay updated on industry trends: Continuously monitor advancements in archival practices, digital preservation, and records management technologies to ensure the department remains at the forefront of the field.

Skills and Qualifications:
1. Education: Bachelor's degree in Library and Information Science or a related field. Master's degree in Library and Information Science with a specialization in archives or records management is preferred.
2. Knowledge: In-depth understanding of archival principles, records management practices, and information governance. Proficient knowledge of relevant standards and tools for cataloging and classification, such as MARC, Dublin Core, or Encoded Archival Description (EAD).
3. Experience: Minimum of two years of professional experience in records management or archival work. Experience with digital records management, digitization projects, and utilizing electronic records management systems (ERMS) is highly desirable.
4. Technology Skills: Proficiency in using archival management systems, databases, and other relevant software applications. Familiarity with digital preservation tools, metadata standards, and content management systems (CMS) is advantageous.
5. Attention to detail: Strong organizational and analytical skills with a meticulous approach to handling and maintaining records. Ability to maintain accuracy and consistency in cataloging and indexing records.
6. Communication: Excellent written and verbal communication skills to interact effectively with diverse stakeholders, including researchers, staff, and external partners. Ability to articulate complex archival concepts clearly and concisely.
7. Problem-solving: Strong critical thinking and problem-solving abilities to identify and resolve issues related to records management, preservation, and access.
8. Ethical conduct: Commitment to maintaining the confidentiality, privacy, and ethical standards of archival practice, including copyright laws and intellectual property rights.

Note: This job description is intended to convey information essential to understanding the scope and general nature of the work performed. It is not intended to be an exhaustive list of qualifications, skills, responsibilities, or tasks associated with the position.

[Your Name]
[Your Address]
[City, State, ZIP]
[Email Address]
[Phone Number]
[Today's Date]

[Recruiter's Name]
[Company Name]
[Company Address]
[City, State, ZIP]

Dear [Recruiter's Name],

I am writing to express my strong interest in the [Position Title] role at [Company Name]. As a dedicated and enthusiastic professional with a background in Library and Information Science, specializing in Records Management and Records Archiving, I am confident in my ability to contribute positively to your organization.

Throughout my career, I have consistently demonstrated a passion for maintaining and preserving valuable records and information. My experience as a Records Archivist has equipped me with a deep understanding of the principles and best practices involved in organizing, managing, and providing access to a wide range of records. I have successfully implemented efficient systems and procedures to ensure the accuracy, integrity, and security of both physical and digital records.

Highlights of my qualifications include:

1. Strong expertise in records management: I have a proven track record of managing complex records in compliance with industry standards and legal requirements. I possess a solid understanding of classification systems, metadata standards, and preservation techniques that are crucial for maintaining the integrity and accessibility of records.

2. Proficiency in using records management software: I am highly skilled in various records management software applications, including but not limited to, Microsoft SharePoint, OpenText Content Server, and Archivists' Toolkit. My ability to leverage technology enables me to streamline workflows, enhance retrieval processes, and improve overall efficiency.

3. Exceptional attention to detail: With a meticulous approach to organizing and cataloging records, I excel in ensuring accuracy and consistency in the management of information. I am adept at conducting thorough quality control checks to identify and rectify any discrepancies, ensuring the reliability of records for future reference.

4. Strong communication and collaboration skills: I possess excellent interpersonal skills, enabling me to effectively communicate and collaborate with colleagues, stakeholders, and external parties. I am skilled at providing training and guidance to staff members on records management best practices, ensuring adherence to policies and procedures.

I am genuinely excited about the possibility of joining [Company Name] and contributing my skills and expertise to support your records management objectives. I am confident that my passion, energy, and dedication to the field will allow me to make a positive impact on your organization.

Thank you for considering my application. I would welcome the opportunity to discuss my qualifications further and elaborate on how my skills align with your organization's needs. I have attached my resume for your review, and I look forward to the possibility of an interview.

Sincerely,

[Your Name]