Apprenticeship training course

Archivist and records manager (level 7)

Using professional judgement and support of others to ensure the delivery, security and accessibility of records and other materials.

• Qualification level: 7 ; Equivalent to master’s degree.
• Typical duration: 36 months
• Apprenticeship category: Creative and design
• Maximum funding: £12,000 ; Maximum amount government will fund ; for apprenticeship training.
• Also known as:
  • Archives cataloguer
  • Archives officer
  • Archivist
  • Digital archivist
  • Digital preservation specialist
  • Heritage manager
  • Information manager
  • Local Studies manager
  • Metadata specialist
  • Records manager
• Skills:
  Skills an apprentice will learn

  • Negotiate with depositors/donors regarding acquisitions, and with internal and external colleagues/stakeholders regarding security, maintenance and disposal of records
  • Confirm that the archives and/or records are stored correctly and they are monitored in accordance with legislation, guidelines and regimes for example PD BS 4971:2017 British Standard Guide for the storage and exhibition of archival materials.
  • Develop and maintain archives and records management policies, procedures and processes ensuring their application.
  • Consider and implement selection, acquisition, retention, appraisal, classification, audit and disposal principles to records.
  • Organise and manage the digitisation of archival material, including identifying suitable records, scanning, creating metadata, and making images available online.
  • Manage the care of born-digital and digitised records, including their management, appraisal, classification, storage, access and, where appropriate, long term preservation.
  • Arrange, describe and classify analogue, digitised and born-digital records in a variety of formats in accordance with professional standards
  • Confirm that accurate paper and digital location records are kept considering the use of different processes such as barcoding.
  • Manage compliance with legislation and regulations as appropriate to the service and situation, for example health and safety, Data Protection legislation, copyright and intellectual property.
  • Organise and manage audits to make sure that the materials are identified and are stored as safely and securely as possible. This includes making sure that flood, fire, preservation and conservation plans are identified and adhered to by the organization.
  • Work in partnership with other specialists for example conservators, sound technicians, or software engineers/developers and other IT experts to arrange for work to be carried out.
  • Develop/maintain risk assessment(s) and undertake regular reviews to identify and prioritise risks including mitigation actions
  • Use IT software and systems to accurately store, interrogate, interpret and analyse information as required by the archives/records service or by internal/external stakeholders.
  • Use appropriate technology and specialist equipment relevant to the collections or services for example workstations or software suites to support digital preservation.
  • Develop/manage outreach strategies to engage, develop and maintain internal and external audiences and communities such as open days, social media use or accessible exhibitions to ensure accessibility for as wide an audience as possible.
  • Use influencing skills with key decision makers in the sector to enhance the archives and records management service.
  • Commission, undertake and disseminate research to support the archives and records management service and/or facilitate research requests from stakeholders ensuring timely and accurate responses.
  • Share best practice and/or deliver training to internal staff/external organisations regarding archival or records management activities
  • Identify potential funding streams, present ideas, analysis and content and make recommendations, usually in the form of reports, to support the submission of various types of funding applications and future funding strategies.
  • Apply project and budget management principles to plan, priorities and balance workload to meet agreed timescales, cost and quality objectives, observing and acting within relevant delegated expenditure authorities and resource streams
  • Create content and present information about the collections and/or services for relevant internal or external audiences. Keep up-to-date with sector and wider trends for digital engagement, making recommendations for implementation of changes identified.
  • Apply specialism(s) relevant to the organisation or collections, for example: coding or other advanced digital skills, advanced information governance, languages, paleography, working with a specific audience (e.g., children/young people).
  • Identify and communicate with various internal/external stakeholders with shared strategies, goals and objectives to identify and overcome barriers to service improvement and collection development.
  • Undertake business planning processes including continuity planning and apply legislation and regulations as appropriate to the service and situation, for example health and safety, Data Protection legislation.
  • Apply the people/volunteer management policies for example assessing work plans and training needs and managing performance

Full information on Archivist and records manager (level 7) is available from the Institute for Apprenticeships and Technical Education.

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