Digital Preservation Officer

3 weeks ago

London, United Kingdom Independent Office for Police Conduct Full time

**Details**:
**Reference number**:

- 262338**Salary**:

- £24,605- plus London Weighting Allowance, if applicable**Job grade**:

- Other**Contract type**:

- Fixed Term**Length of employment**:

- FTC until 31st December 2023**Type of role**:

- Audit
- Digital
- Other**Working pattern**:

- Flexible working, Full-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- Birmingham, Cardiff, Croydon, London, Sale, WakefieldAbout the job

**Job summary**:
As a completely independent organisation, the IOPC seek to uphold the rights of the public and investigate the most serious matters, including deaths following police contact, to promote learning and influence change in policing. The IOPC is an organisation steeped in history, influenced by significant figures such as Stephen Lawrence and Sir William Macpherson. We are looking for people to uphold our core values, and in return we will give you a supportive and inclusive work environment to flourish in.

There are many opportunities to work for the IOPC outside of investigations, where your skills, experience and passion can be utilised. Within the Strategy and Corporate Services Directorate, you will find a wide variety of careers to support our organisational goals of improving confidence in policing whilst developing your own expertise.

As a Digital Preservation Officer within the IOPC, you can expect the work to be fulfilling and offer considerable opportunities for personal growth and satisfaction.

**Job description**:

- To assist in carrying out audits, where relevant, of shared drives and other systems within the IOPC to prepare for the migration to SharePoint online
- To analyse shared drives to identify duplicates and whether records should be destroyed or retained in compliance with the organisation’s retention & disposal policy, and the Public Records Act Appraisal Policy
- To identify tools which will assist in auditing shared drives, and contribute to business cases where appropriate
- To transfer removable media ensuring relevant metadata is retained
- To contribute to the implementation of the Digital Continuity Policy
- To contribute to any digitisation requirements
- Audit and assess digital files mainly on shared drives and make recommendations as to whether files should be retained and migrated to SharePoint Online, moved to a more appropriate location or destroyed.
- Identify and segregate files:

- that relate to ongoing government inquiries
- that have reached their retention period limit
- that will be retained for permanent preservation
- Identify and utilise tools that will assist with the auditing of shared drives, including identifying duplicates, and contribute to business cases where appropriate
- Contribute to the processes for auditing shared drives
- Follow processes for the transfer of removable media required for permanent preservation ensuring relevant metadata is retained
- Contribute to and help deliver training in the wider organisation, and develop, maintain and share knowledge in the team
- Meet with the Deputy Record and Document Manager and Corporate Document, Archive and Record Manager on a regular basis to discuss recommendations for destruction, and any risks, and ensure reports can be included in the Record Management dashboards to feed into boards.
- Liaise with the Archive and Record Assistants where appropriate to ensure hardcopy duplication is captured
- Provide admin support including maintaining a log of records audited, and outcomes
- Contribute to digital continuity, digital preservation and digitisation processes
- Cataloguing digital records where appropriate, for example under the Public Records Act
- Assist and liaise with staff members to maintain good communication and relationships with colleagues in other regional offices and interested parties.
- Provide an effective service to the wider business as part of this team, seeking to align processes with international Records Management standards and regulations.
- Support the Corporate Records Management (cRM) team completing other duties as required (e.g. minute taking and working group participation).

**Person specification**:

- Experience of analysing, appraising and evaluating electronic material
- A proven interest in digital technologies and the importance of preserving metadata
- Experience of working on own initiative, taking critical decisions within a framework of delegation and being able to justify those decisions.
- Experience of providing brief written summaries and guidance to others.
- Experience of working to tight deadlines whilst maintaining accuracy, with an excellent attention to detail.
- Experience of dealing with internal and external stakeholders to complete tasks successfully.
- Proven experience of working effectively in a team environment.
- An understanding of the importance of legislation such as Public Records Act, Freedom of Information and Data

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