The position of an archive employee is called the archivist. The main task of a specialist in this field is to organize the work of the archive itself and the circulation of documentation in it. Such professionals are needed wherever there is a large turnover of official papers, especially in organizations related to insurance, finance, and in particular at state enterprises. The main document to which the new employee should refer is the job description of the archivist.
General Provisions
Only the head of the enterprise can accept or dismiss the archivist. Moreover, first of all, he should refer to the current legislation of the country. The instructions should indicate the person who is the direct chief of the specialist holding this position.
To work as an archivist, a person must receive an initial professional education, and then he can be accepted for a position even without experience in this field. There is an option that a person with secondary or general education will get a job, but then he should receive special training in this direction. Work experience for this position is optional.
What should know
The job description of the archivist of the enterprise assumes that the employee must have certain knowledge: he is obliged to study the regulations, instructions and the entire list of legal documents relating to the conduct of business in the archive in this organization. In addition, he must know how to store, use documents, and also according to what standards to accept and hand them over. His knowledge should include a single state system of office work. In addition, he is obliged to understand how descriptions of documents to be stored are compiled, which of them need to be stored permanently, and which only temporarily, and also draw up acts regarding their destruction.
The job description of the assistant archivist implies that he must know how things are formed, by what rules they are prepared for future use and safety, how records are kept and statements are prepared at the enterprise. This person must understand the structure of the company where he works, as well as the rules for using equipment and all the technical means necessary to perform work in the archive. In addition, he is obliged to know all the internal rules and laws of the organization, including labor protection, fire safety, routines and so on.
Responsibilities
The job description of the archivist of a budget institution implies that he must perform certain functions: carrying out work related to archiving, preserving the documentation that is archived, registering the documents received, developing the nomenclature and verifying the correctness of the registration of files before archiving. If there is such a need, then he encrypts the storage units, systematizes the placement of cases and puts them in the registry.
The job description of the archivist of a medical institution suggests that he should prepare summary descriptions of the stored documentation, its distribution into temporary and unlimited units. He must keep records and destroy documentation in a timely manner, the storage period of which has already expired, and also develop a system by which it will be possible to simply and quickly find the desired document.
Other functions
In addition, his job responsibilities require presence during the examination for the availability of documents for science and not only. He must ensure that the documents remain intact, and if necessary, carry out restoration work with them. Also, this specialist ensures that the premises of the archive have all the necessary conditions for the normal storage of documents.
The archivist must monitor the implementation of fire protection rules, as well as use modern technical means to work with documents. At the request of employees and visitors of the organization, he is obliged to issue copies or originals of archival documentation, draw up certificates using the information available in the archive, and prepare reports on his work.
Rights
The job description of the medical archivist suggests that he has certain rights. He can request and receive documents that relate to his work. If necessary, he can cooperate with specialists from other departments of the enterprise or from other organizations, if this helps him in solving his competent issues. If there is such a need, then he can represent the interests of his company in other organizations on any issues that directly relate to the work of the archive.
Responsibility
The job description of the archivist assumes that he is responsible for the failure to fulfill his duties and low-quality work, for providing false or distorted information about the tasks done, for refusing to fulfill orders from the authorities.
In addition, he is responsible for situations where violations, safety violations or other actions that threaten the normal operation of the enterprise were identified, and the employee did not notify them and did not take any measures to eliminate the problem. The archivist is responsible for violation of labor standards.
Working conditions
The job description of the archivist suggests that the management of the organization should determine the hours of its work in accordance with labor legislation. In case of production need, the company must provide him with a workplace taking into account all the norms and standards, as well as everything necessary for the implementation of business trips, including local ones. He also has the right to sign documents within his competence.
Conclusion
The main document on which the specialist accepted for this position should rely is the job description of the archivist. Regardless of which organization it works in, the rights, duties, functions and knowledge practically coincide and can vary depending on the needs of a particular enterprise and what tasks the management team assigns to its employees.
Such work involves attentiveness, perseverance, knowledge of safety rules for important papers, knowledge of assessing the value of certain documents, as well as the ability to systematize, quickly find and encrypt documents. Another important factor is working with people, because the profession of an archivist involves the issuance and reception of various documents, checking the correctness of its compilation and authenticity. Only an attentive person, ready to work with a large amount of information and represent the interests of the company in other organizations, will be able to correctly and reliably perform labor duties in this position.