Overview
The Archive Specialist is responsible for establishing and maintaining comprehensive document management systems across all Lusail Museum departments. This role develops and implements protocols for organizing, preserving, and providing access to architectural documentation, exhibition design materials, research outputs, curatorial content, and other critical information assets. Working across departments, the specialist ensures efficient information flow between museum teams, architectural partners, and external stakeholders by refining standardized filing structures, naming conventions, and retrieval systems. The role incorporates innovative digital tools, including AI applications, to enhance searchability, analysis, and accessibility of information while supporting the development of the museum's Digital Library. The Archive Specialist plays a crucial role in navigating complex information environments and creating unified approaches to document management that maintain institutional memory and operational efficiency.
Information Architecture Management
- Develop, maintain, and refine document management frameworks in SharePoint and other platforms across all museum departments
- Enhance and adapt existing filing structures, metadata schemas, and naming conventions to improve document retrieval and version control
- Establish and manage permissions architecture to ensure appropriate access levels for different user groups and sensitive content
- Implement and monitor document retention, archiving, and disposal protocols
- Research and integrate AI tools to enhance document categorization, search capabilities, and information analysis
Project Documentation Coordination
Organize and manage architectural drawings, specifications, and design documents from architects, designers, engineers, and other providersSupport standardization of exhibition design documentation and development materialsMaintain comprehensive records of project decisions, meeting notes, and key communicationsAssist team members in locating and accessing critical documentation when neededNavigate and coordinate information between different documentation systems maintained by various project partners and stakeholdersCross-Departmental Information Support
Work collaboratively with Curatorial, Exhibitions, Collections, Learning and Outreach, Administration, Director's Office, and Lusail Institute teams to align information management practicesSupport the development and organization of the Digital Library, ensuring proper cataloging and accessibility of research materialsDevelop systems for organizing research outputs and findings across all museum departmentsFacilitate information sharing between departments through effective document organization and accessCreate unified approaches to document management that respect departmental needs while maintaining institutional consistencyDigital Systems & Standards Implementation
Administer and optimize SharePoint environment, including site collections, libraries, and information architectureImplement technical solutions for document versioning, co-authoring, and workflow automationMonitor compliance with established naming conventions and filing standardsDevelop quick-reference guides and documentation aids for consistent implementationProvide guidance to team members on document management best practicesSupport knowledge transfer and information continuity throughout the museum's developmentCommunication
Excellent communication skills with ability to coordinate information management practices across all museum departmentsEffective collaboration with museum teams to develop unified approaches to document organization while respecting departmental needsAbility to navigate information systems maintained by different project partners, including project management teams, engineering consultants, vendors, and local authoritiesSkill in translating external documentation structures into formats and organization systems that align with internal museum requirementsClear documentation of processes, protocols, and systems for institutional referenceQualifications / Requirements
Bachelor’s degree in library science, Information Management, Records Management, Digital Humanities, or related fieldMaster's degree in relevant field is an advantage but not requiredCertification in document management, digital archiving, or information systems is beneficialMinimum of 9 years’ experience in records management, document control, or digital archivingDemonstrated experience implementing and managing document management systemsExperience with documentation management administration and architecture, including permissionsPrevious work in a project-based environment with multiple stakeholdersExperience in cultural institutions, architectural firms, or project management environments is beneficialIn-depth understanding of document management principles and best practicesKnowledge of access control systems and permissions architecture for information securityF Familiarity with digital preservation techniques and file management systemsUnderstanding of metadata standards and information organization frameworksAwareness of emerging technologies in information management, including AI applicationsAdvanced proficiency with SharePoint administration or similar online document systems and Microsoft Office suiteStrong organizational abilities with exceptional attention to detailTechnical aptitude for configuring system permissions and accessExperience with database management and search optimizationProblem-solving aptitude for addressing information management challengesAbility to work methodically while managing multiple prioritiesFluent in English; proficiency in Arabic is an asset#J-18808-Ljbffr
