Archive Specialist

Role purpose:

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 providers
• Support standardization of exhibition design documentation and development materials
• Maintain comprehensive records of project decisions, meeting notes, and key communications
• Assist team members in locating and accessing critical documentation when needed
• Navigate and coordinate information between different documentation systems maintained by various project partners and stakeholders

Cross-Departmental Information Support

• Work collaboratively with Curatorial, Exhibitions, Collections, Learning and Outreach, Administration, Director's Office, and Lusail Institute teams to align information management practices
• Support the development and organization of the Digital Library, ensuring proper cataloging and accessibility of research materials
• Develop systems for organizing research outputs and findings across all museum departments
• Facilitate information sharing between departments through effective document organization and access
• Create unified approaches to document management that respect departmental needs while maintaining institutional consistency

Digital Systems & Standards Implementation

• Administer and optimize SharePoint environment, including site collections, libraries, and information architecture
• Implement technical solutions for document versioning, co-authoring, and workflow automation
• Monitor compliance with established naming conventions and filing standards
• Develop quick-reference guides and documentation aids for consistent implementation
• Provide guidance to team members on document management best practices
• Support knowledge transfer and information continuity throughout the museum's development

Communication

• Excellent communication skills with ability to coordinate information management practices across all museum departments
• Effective collaboration with museum teams to develop unified approaches to document organization while respecting departmental needs
• Ability to navigate information systems maintained by different project partners, including project management teams, engineering consultants, vendors, and local authorities
• Skill in translating external documentation structures into formats and organization systems that align with internal museum requirements
• Clear documentation of processes, protocols, and systems for institutional reference

• Bachelor’s degree in library science, Information Management, Records Management, Digital Humanities, or related field
• Master's degree in relevant field is an advantage but not required
• Certification in document management, digital archiving, or information systems is beneficial
• Minimum of 9 years’ experience in records management, document control, or digital archiving
• Demonstrated experience implementing and managing document management systems
• Experience with documentation management administration and architecture, including permissions
• Previous work in a project-based environment with multiple stakeholders
• Experience in cultural institutions, architectural firms, or project management environments is beneficial
• In-depth understanding of document management principles and best practices
• Knowledge of access control systems and permissions architecture for information security
• Familiarity with digital preservation techniques and file management systems
• Understanding of metadata standards and information organization frameworks
• Awareness of emerging technologies in information management, including AI applications
• Advanced proficiency with SharePoint administration or similar online document systems and Microsoft Office suite
• Strong organizational abilities with exceptional attention to detail
• Technical aptitude for configuring system permissions and access
• Experience with database management and search optimization
• Problem-solving aptitude for addressing information management challenges
• Ability to work methodically while managing multiple priorities
• Fluent in English; proficiency in Arabic is an asset