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Archive Specialist, Shire Pharmaceuticals, Cambridge, MA

Job: Archive Specialist

  • Location: Cambridge, MA
  • Type: 6 + Month Contract
  • Hours: 40 hours/week

Education Requirements:

  • Bachelor's degree, Required
  • Masters in Library Science or Data Archiving, preferred

Skill Requirements:

Ability to manage competing and re-prioritizing tasks Excellent verbal and written communication Experience in conducting repetitive tasks, is a plus Experience with SharePoint and Office 365 is preferred Advanced experience with Microsoft Excel is preferred Must be able to lift 35lb archive boxes

Documentation, archive or laboratory science experience, preferred


The R&D Scientific Documentation group is offering a 6 month contract with the potential for extension to a detailed oriented graduate to assist the document digitization program, move to an inventory management program, and a physical space reorganization and optimization. Efforts will focus on the digitization of Shire's records from paper to PDF (including lab notebooks, and data binders), as well as working with off-site storage and scanning vendors, inventory management data entry, data normalization, as well as research to support divestments.

Daily activities should include:

  • Interacting with third party scanning vendor for off-site scanning:
    • Corroborate with Archivists in the preparation for shipment to third parties vendors and manage quality checks of materials scanned
    • Tracking and reporting of materials onsite and in scanning process
    • Maintain a triage "fix" log of vendor scanning errors
    • Ensure metadata is current and accurate
  • Supporting the logistics to centralize off site material to Shire preferred vendors
  • Assist with research requests for divestments and legal discovery
  • Optimize current physical space with reorganization of the collection
  • Support the integration of records acquired via mergers and acquisitions

Job Description:

  • Develop the Growing Archive Collection
    • Normalize metadata for entry into the Inventory Management system
    • Find gaps in recordkeeping metadata and reconcile issues autonomously
    • Work with RDSciDocs archive staff to design file structure in the archive, execute the operational activities to maintain a structure
  • Logistical Archive Activities
    • Manage off-site storage account for paper
    • Collaborate with Archivists to run scanning program
    • Logistics for the physical transfer of records to any purchasing company
    • Oversee the provenance chain custody and transfer of documents
    • Updating metadata: removing records from systems regardless of media type; updating metadata files
    • Maintain metrics for the physical portfolio of records and Programs to maintain physical records
  • Compliance
    • Ensure processes adhere GLP/GCP regulations and Shire policies
    • Establish standard process documents including, SOP, BBP, WI and Policies as needed

Contact Steve Ellis, Senior Specialist R&D Scientific Documentation, with your resume to apply.


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