Job Duties: Archive Operations Manager

Archive Operations Manager Jobs

In this article, we’ll look at the job information you need to know, including an example of Archive Operations Manager daily duties, a typical work day in the role & team meetings you would attend. We’ll also look at alternative names for this role and the software & templates you would use in this role.

Duties

An Archive Operations Manager oversees the organization, storage, and retrieval of archival materials. They develop and implement archival policies and procedures to ensure the preservation and accessibility of records. This role involves supervising staff, managing budgets, and coordinating with other departments to support research and information needs. They also evaluate and acquire new materials, maintain digital archives, and ensure compliance with legal and regulatory requirements. Additionally, they may conduct training sessions for staff and users on archival practices and systems. Effective communication and project management skills are essential for this role.

Typical Work Day

An Archive Operations Manager typically starts their day by reviewing and prioritizing tasks, such as cataloging new acquisitions and overseeing digitalization projects. They coordinate with staff to ensure proper handling and storage of materials, addressing any issues that arise. Meetings with department heads or external partners are common to discuss ongoing projects and future collaborations. Throughout the day, they monitor the archive’s environmental conditions and security protocols. They also handle administrative duties, including budgeting and reporting. By the end of the day, they review progress and plan for the next, ensuring the archive’s operations run smoothly and efficiently.

Regular Meetings

An Archive Operations Manager would typically run or attend several types of meetings. These include strategic planning meetings to discuss long-term goals and resource allocation, and team meetings to coordinate daily operations and address any immediate issues. They would also participate in project meetings to oversee specific archival projects and ensure they are on track. Additionally, they might attend cross-departmental meetings to collaborate with other departments on shared initiatives. Regular training sessions to update staff on new technologies or methodologies in archiving are also common. Lastly, they would likely be involved in stakeholder meetings to report on progress and receive feedback from key stakeholders.

Alternative Names

An Archive Operations Manager can also be referred to as an Archival Manager, reflecting their role in overseeing archival processes. They might be called a Records Manager, emphasizing their responsibility for managing records. Another alternative name is Collections Manager, highlighting their duty to manage collections of documents and artifacts. They could also be known as an Information Governance Manager, focusing on the governance of information. Additionally, the title of Document Control Manager can be used, indicating their role in controlling and maintaining documents. Lastly, they might be referred to as a Digital Archivist, especially if their work involves managing digital archives.

Software

An Archive Operations Manager would need several types of software to efficiently manage their responsibilities. They would require digital asset management (DAM) software to organize and retrieve digital files. Document management systems (DMS) are essential for handling physical and electronic documents. Database management software is crucial for maintaining and querying archival records. Project management tools help in planning and tracking archival projects. Additionally, they would benefit from using metadata tagging software to ensure proper categorization and searchability of assets. Lastly, collaboration tools like Slack or Microsoft Teams facilitate communication within the team.

Templates

An Archive Operations Manager would need a variety of templates to streamline their work. These include inventory templates for cataloging and tracking archived materials, accession forms for documenting new acquisitions, and condition report templates for assessing the state of items. They would also require loan agreement templates for items borrowed or lent, digitization request forms for converting physical items to digital formats, and destruction authorization forms for items scheduled for disposal. Additionally, they might need templates for staff schedules, project timelines, and budget reports to ensure efficient operations.