18 January 2019


Fixed Term

Role Purpose

  • The Digital Projects Archivist provides specialist expertise to support HSBC's digital archives programme. Key responsibilities involve collecting; appraising and cataloguing born digital records; digitising and ingesting records; other project work to support the launch of a planned public access portal; supporting the day-to-day running of the specialist HSBC Global Digital Archive system (GDA)
  • Supports strategic collection development on a global basis, which involves the selection, transfer and custody of historical records, once retention periods have passed. The jobholder is also involved in subsequent processing, cataloguing and tracking of the records, and ensures they are preserved into perpetuity
  • Supports a strategic programme of engagement projects around the world, which leverage HSBC’s history to reinforce the bank’s strategy and drive engagement with clients, employees, shareholders, dignitaries, regulators and other stakeholders
  • Supports the global enquiry and researcher service. Frequent user groups include academics, journalists, local historians, genealogists and special interest groups

Key Accountabilities

Impact on Business
  • Supports and strengthens HSBC’s global corporate memory in support of the organization’s purpose and strategy
  • Supports specific digital archival management programmes, in order to increase the profile and usage of the collections
  • Supports the communication of HSBC’s global heritage to reinforce HSBC’s values - and to drive internal and external engagement with clients, employees, shareholders, dignitaries, regulators and other stakeholders

Customers / Stakeholders

  • Supports relationships with relevant internal stakeholders regarding the GDA, including the technical support team
  • Supports vendor relationships with GDA software suppliers
  • Provides front-line support for GDA users to ensure users are proficient in their use of the system; responds effectively to system errors, user feedback and requirements

Leadership & Teamwork

  • Supports digital archives training programme across the Global Archives team, comprising of interactive training sessions, guidance videos and written manuals
  • Develops strong relationships with other colleagues in Archives and the wider Communications Function in order to facilitate execution of Archives activities
  • Keeps up-to-date with latest professional research and techniques, in order to execute work to world-class standards

Operational Effectiveness & Control

  • Supports cataloguing programmes in the Global Digital Archive system (GDA) to prevent asset loss or inaccurate recording
  • Supports the implementation of HSBC’s digital preservation policy to secure digital assets for long term access
  • Mitigates reputational and operational risks through the provision of professional policies and procedures, which address critical archival management issues such as access controls and physical security
  • Complies with HSBC policies and procedures

Major Challenges

  • Executing Global Archives digital archive strategy and programme across multiple countries
  • Developing expertise on digital archives management
  • Developing familiarity with HSBC Global Archives procedures to ensure the management, security, accessibility and permanent preservation of a large collection of physical archives via the GDA
  • Adapting to the rapidly changing and increasingly complex recordkeeping environment of HSBC in order to support a digital archives management programme
  • Meeting the demands of a variety of stakeholders; from GDA users. IT, ISR and external vendors

Role Context

  • Reports into Digital Archives Manager
  • Effective working relationships with key internal and external stakeholders

Management of Risk

  • The jobholder is responsible for mitigating reputational and operational risks by identifying, taking custody of, and ensuring the integrity of key records and information that will enable the bank to demonstrate past decision-making and activities (e.g. in support of legal cases concerning trademarks).
  • The role requires utmost discretion in dealing with confidential matters as the jobholder will regularly have access and exposure to sensitive information, particularly through archives deposited by senior executives (e.g. Group Chairman’s
  • Office, Group Company Secretary’s Office).

Observation of Internal Controls

  • Maintains HSBC internal control standards, including timely implementation of internal and external audit points together with any issues raised by external regulators.


Knowledge & Experience / Qualifications

  • Postgraduate qualification in Archives Management or Records Management/Digital Asset Management (or related discipline)
  • Experience or knowledge of effective digital archives, digitisation, EDRM or DAM programmes
  • Confident IT skills; experience with Calm and/or Preservica software is an advantage
  • Interpersonal, strategic planning, and project management skills
  • Strong attention to detail
  • Ability to work to tight deadlines in a fast-paced, high profile environment


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