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Apprenticeship training course

Archivist and records manager (level 7)

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Information about 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.

Knowledge, skills and behaviours
View knowledge, skills and behaviours

Knowledge

  • The records lifecycle and records continuum as they apply to all records, including digitised and born digital.
  • Intellectual and custodial integrity of archives and records as they apply to all records including digitised and born digital.
  • Principles, policies and procedures for archives and records including selection, acquisition, retention, appraisal, classification, audit, appropriate access, preservation and appropriate disposal as they apply to all records including digitised and born digital.
  • The application of these principles, policies and procedures as they apply to all records including digitised and born digital in a range of organisations and work environments.
  • Professional codes of ethics, for example those of the Archives and Records Association and the Information and Records Management Society and how to embed them into working practices.
  • Archives, records management and information governance terminology and its appropriate use.
  • Professional standards and guidance, including for records management, cataloguing, preservation (including digital preservation) and access, for example PD BS 4971:2017 Guide for the storage and exhibition of archival materials and the requirements of Archives Accreditation standards https://www.nationalarchives.gov.uk/archives-sector/archive-service-accreditation/.
  • Information legislation and regulations, including access legislation, privacy regulations, data protection legislation, freedom of information, evolving copyright and intellectual property legislation for example http://uklaca.org/), licensing and creative commons, as they apply to the function and/or organization.
  • The application of broader legislation and regulations including health and safety, equality, diversity and inclusion to the archives and records sector.
  • Physical care, protection and preservation of analogue, digitized and born-digital records including security, environmental impacts and administration, disaster management principles and procedures and evolving best practice guidelines.
  • Risk identification, assessment and mitigation; how this relates to organizational risk appetite
  • IT software/systems and databases used to support the daily running and management of archives and records services.
  • Outreach strategies for archives or records management services, including: identifying internal/external audiences, initiatives to make public-facing service elements more accessible and inclusive
  • A range of oral and written communication techniques, including negotiation and influencing
  • Service delivery and project management principles and processes
  • Funding streams, income generation to support archive and records management projects
  • Contractual arrangements which support archives and records management for example deposit agreements, commercial licensing.
  • Research methodologies and techniques appropriate to the organisation, services or collections
  • Specialism(s) relevant to the organisation or collections, for example: languages, palaeography, coding or other advanced digital skills, advanced information governance, working with a specific audience (e.g. children/young people)
  • The alignment of the development and management of archives, records and collections to the business strategy of the organization. This may include: key functions that records and archives support, retention and disposal of records, the acquisition of new collections
  • Business planning processes and strategies, including: working within a set budget, continuity plans
  • People and/or volunteer management policies and processes such as: performance management, training needs as required by the organization.

Skills

  • 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

Behaviours

  • Authenticity: for example, adhere to relevant codes of practice and professional ethics; apply an ethical approach to professional issues and work activities, including cataloguing, engagement and user access.
  • Attention to detail: for example, be thorough and accurate; plan and manage complex tasks carefully.
  • Decision-making: for example, exercise a significant degree of autonomy and judgement in delivering the service/function, referring matters to more senior members of staff where their input is needed.
  • Problem solving: for example, conceptualise and address problematic situations and mitigate risks with sound solutions while foreseeing possible consequences.
  • Relationship building, for example establish effective working relationships with internal and external stakeholders and get along well with others.
  • Commitment to continuing professional development (CPD), for example proactively keep industry and best practice knowledge and skills up to date.
  • Leading by example: for example, use initiative, respect and apply the organisation's values, enthuse others, and speak and/or act on behalf of the service.
  • Innovation and change management, for example identify change, pro-actively welcome others’ ideas and experiment with technology.
Apprenticeship category (sector)
Creative and design
Qualification level
7
Equal to master’s degree
Course duration
36 months
Maximum funding
£12,000
Maximum government funding for
apprenticeship training and assessment costs.
Job titles include
  • Archivist
  • Records manager
  • Archives officer
  • Archives cataloguer
  • Information manager
  • Heritage manager
  • Local Studies manager
  • Metadata specialist
  • Digital archivist
  • Digital preservation specialist

View more information about Archivist and records manager (level 7) from the Institute for Apprenticeships and Technical Education.