Key Objectives
- To support the Archivist in the efficient operation of the firm’s archive systems and processes working closely with staff across the firm.
- To assist the Archivist with the upkeep of organised, well labelled and well maintain files and records (both physical and digital) enabling their safety, security and legal compliance e.g. with GDPR (General Data Protection Regulations) and internal policies and procedures.
Key Responsibilities
Archiving and Deeds Management
- Assisting the Archivist with the day-day-to day tasks of Archiving Documents including Wills, Deeds and Probates, as well as physical and non-physical files.
- Creating and amending Archive Records onto the Firms case management systems and external file management systems, in accordance with the Firm’s Archiving policies and procedures.
- Creating labels for Files and index cards, and filing these in alphabetical order.
- Filing Original documents in numeric order.
- Placing files into boxes with the same destruction date and preparing them to go to Storage.
- Supporting the Archivist with the process of removing and returning documents to Strongrooms.
- Assisting with day-to-day queries received.
Storage on site & offsite
- Supporting the Archivist in keeping the Strongroom in good order; clutter free, tidy and ensuring all documents and files are returned to their correct place.
- Supporting the Archivist with the process of removing and returning documents to Strongrooms.
- Assisting the Archivist with keeping basement storage in order.
File destruction
- Supporting the Archivist with the file destruction process.
Ongoing
- Supporting the Archivist with other Archiving Projects at Coole Bevis Offices.
- Visiting other offices to cover Archiving duties.