Documents and Records Archivist

Key Role: The Documents and Records Archivist will be responsible for managing and organizing all documentation and records related to the design and construction of a prestigious museum project in Mecca. This role involves maintaining a comprehensive and efficient archive system to ensure that project records, blueprints, contracts, and other critical documents are accessible, secure, and preserved for future reference. The archivist will play a vital role in supporting the project’s documentation needs and ensuring compliance with regulatory and organizational standards.

Responsibilities

• Develop and implement a structured system for the storage, retrieval, and management of project documentation.
  
• Organize and maintain all records, including design drawings, contracts, permits, correspondence, and progress reports.
• Ensure the accurate labeling, categorization, and indexing of documents to facilitate easy access.

• Establish and maintain an archival system that ensures the long-term preservation of critical project documents.
  
• Conduct regular audits to ensure the integrity and completeness of archived records.
• Digitize physical records and create backups to safeguard against loss or damage.
  
  

• Ensure all documentation processes comply with local laws, regulations, and international archiving standards.
  
• Maintain confidentiality and security of sensitive records, particularly contractual and financial documents.
• Support project audits by providing accurate and up-to-date documentation.
  
  

• Collaborate with project managers, engineers, contractors, and other stakeholders to collect and verify documentation.
  
• Act as the primary point of contact for document requests and distribution.
• Provide training to project staff on proper documentation practices and the use of archiving systems.
  
  

• Maintain records related to specialized museum elements, such as artifact specifications, exhibit layouts, and conservation reports.
  
• Ensure the preservation of project milestones and documentation for future museum operations and historical reference.
• System Improvement and Technology
• Recommend and implement technological solutions, such as document management software or cloud-based storage, to enhance efficiency.
• Continuously update the archiving system to incorporate new tools, standards, and best practices.
  
  

• Generate regular reports on document status, including outstanding records, updates, and compliance gaps.
  
• Monitor document flow to ensure timely submission, approval, and storage.
  
  

• Proficiency in document and record management systems (e.g., Microsoft SharePoint, DocuWare, or OpenText).
  
• Knowledge of archival standards and practices, including ISO 15489 (Records Management).
• Familiarity with digitization tools and techniques for physical record conversion.
• Understanding of compliance requirements for documentation in construction and museum projects.
• Ability to create and manage metadata for efficient document retrieval.
  
  

• Organizational Skills: Exceptional ability to manage and maintain complex document systems.
  
• Attention to Detail: Precision in handling and categorizing sensitive and critical records.
• Problem-Solving: Capacity to address document management challenges and improve systems proactively.
• Communication: Strong ability to coordinate with diverse project teams and explain documentation processes clearly.
• Time Management: Ability to prioritize and meet deadlines in a fast-paced project environment.
• Confidentiality: Commitment to maintaining the privacy and security of sensitive documents.
  

• Bachelor’s degree in Administration, Records Management, Library Science, or an equivalent field.
  
  

• At least 5 years of experience in archiving and documentation, preferably in large-scale construction projects or specialized environments like museums or cultural institutions.