Digital Archivist - 12 Month FTC

Job description

Role Title: Digital Archivist - 12 Month FTC

Business: HSBC Group Management Services Limited

New or Existing Role? Existing

Grade: GCB6

Role Purpose

• The Digital Archivist provides specialist expertise to support HSBC's digital archives programme. Key responsibilities involve daily monitoring of the specialist HSBC Global Digital Archive system (GDA); acting as the primary GDA contact point for the Global Archives team and troubleshooting issues; oversight of Disaster Recovery testing; supporting the development of policies and procedures for preservation and cataloguing; leading digital training sessions for the Global Archives team .

• The jobholder supports the unit in achieving its 4 core objectives:

• Govern historical archives and art collections around the world to professional standards

• Strategically develop the collections in line with HSBC's strategy, values and brand

• Deliver engagement projects in support of HSBC's strategy, values and brand

• Respond to internal and external queries regarding HSBC's history and art

• The jobholder provides input on the setting and monitoring of global policies, procedures and systems for archives management, which align to HSBC standards and professional best practice. This covers a wide range of governance issues (e.g. embargo and copyright, financial controls, environmental conditions). The role involves specific responsibility for supporting the Global Digital Archive system (GDA) which underpins the collections in the 4 Archive hubs (London/HK/NYC/Paris).

• The jobholder supports strategic collection development on a global basis, which involves the selection, transfer and custody of historical records, once retention periods have passed. The jobholder is also involved in subsequent processing, cataloguing and tracking of the records, and ensures they are preserved into perpetuity.

• The jobholder provides behind-the-scenes support for a strategic programme of engagement projects around the world, which leverage HSBC's history to reinforce the bank's strategy and drive engagement with clients, employees, shareholders, dignitaries, regulators and other stakeholders.

• The jobholder provides behind-the-scenes support for the global enquiry and researcher service. Frequent user groups include academics, journalists, local historians, genealogists and special interest groups

Key Accountabilities

Impact on Business

• Supports and strengthens HSBC's global corporate memory in support of the organization's purpose and strategy

• Supports specific digital archival management programmes, in order to increase the profile and usage of the collections

• Supports the communication of HSBC's global heritage to reinforce HSBC's values - and to drive internal and external engagement with clients, employees, shareholders, dignitaries, regulators and other stakeholders

Customers / Stakeholders

• Supports relationships with relevant internal stakeholders regarding the GDA, including the technical support team

• Supports vendor relationships with GDA software suppliers

• Provides front-line support for GDA users to ensure users are proficient in their use of the system; responds effectively to system errors, user feedback and requirements

Leadership & Teamwork

• Leads digital archives training programme across the Global Archives team, comprising of interactive training sessions, guidance videos and written manuals

• Develops strong relationships with other colleagues in Archives and the wider Comms Function in order to facilitate execution of Archives activities

• Keeps up-to-date with latest professional research and techniques, in order to execute work to world-class standards

Operational Effectiveness & Control

• Initiates and monitors GDA disaster recover testing programme to prevent asset loss

• Implements the HSBC digital preservation policy to secure digital assets for long term access

• Mitigates reputational and operational risks through the provision of professional policies and procedures, which address critical archival management issues such as access controls and physical security

• Complies with HSBC policies and procedures

Major Challenges

• Executing Global Archives digital archive strategy and programme across multiple countries

• Possessing in-depth, authoritative expertise on digital archives management

• Supporting the evolution of procedures to ensure the management, security, accessibility and permanent preservation of a large collection of physical archives via the GDA

• Adapting to the rapidly changing and increasingly complex recordkeeping environment of HSBC in order to support a digital archives management programme

• Meeting the demands of a variety of stakeholders; from GDA users. IT, ISR and external vendors

Role Context

• Roleholder reports into Digital Archives Manager

• Expected to act with significant degree of autonomy, escalating to Digital Archives Manager, as needed

• Effective working relationships with key internal and external stakeholders

Management of Risk

• The role holder is required to continually reassess the operational risks associated with the role and inherent in the business, taking account of changing economic or market conditions, legal and regulatory requirements, operating procedures and practices, management restructurings, and the impact of new technology.

Observation of Internal Controls

• The role holder is required to adhere to and be able to demonstrate adherence to internal controls. This will be achieved by adherence to all relevant procedures, keeping appropriate records and, where appropriate, by the timely implementation of internal and external audit points, including issues raised by external regulators

• The role holder is also required to implement the global compliance policy by containing compliance risk in liaison with Global Head of Compliance, Global Compliance Officer, Area Compliance Officer or Local Compliance Officer. The term ‘compliance' embraces all relevant financial services laws, rules and codes with which the business has to comply.

• This will be achieved by adhering to all relevant processes/procedures and by liaising with Compliance department about new business initiatives at the earliest opportunity. Also and when applicable, by ensuring adequate resources are in place and training is provided, fostering a compliance culture and optimising relations with regulators.

Desired profile

Qualifications :

Knowledge & Experience / Qualifications

• Postgraduate qualification in Archives Management or Records Management/Digital Asset Management (or related discipline)

• Experience of managing or implementing effective digital archives, digitisation, EDRM or DAM programmes

• Interpersonal, strategic planning, and project management skills

• Knowledge of digital preservation, the secure management of digital assets and professional best practice

• Up-to-date knowledge of complex IT operating environments, software, file formats, metadata arrangement and management

• Proven ability to manipulate and analyse large, complex data sets

• Ability to interact with IT colleagues and vendors

• Some experience of delivering training and maintaining system manuals/documentation

Key areas of responsibility in this exciting role will include the administration and support of the award winning HSBC Global Digital Archives system. The role of digital archivist includes supervising the ingest of a wide range of digital content and ensuring the global team of archivists are trained to make the best use of the Global Digital Archive system. The successful candidate will support the further development of the digital archives programme at HSBC and assist colleagues in ensuring important digital material is collected and preserved for future use.

We are an equal opportunity employer and are committed to creating a diverse environment.