Records & Digital Archiving Manager

We are looking for:

An experienced Records & Digital Archiving Manager to oversee compliant records retention, digital preservation within our international chemical company. In this role, you'll ensure that all data, records, and archives comply with industry regulations while integrating data privacy best practices.

We count on you for:

• Establish and keep abreast of records management and digital preservation policies and procedures, in cooperation with Senior Management and the internal stakeholders' network;
• Manage the lifecycle of records, ensuring proper classification, storage, and disposal;
• Collaborate with IT and security teams to implement automated data retention solutions;
• Set up and maintain a retention schedule in cooperation with relevant internal stakeholders, ensuring compliance with worldwide laws and regulations and international archival standards;
• Administrate the Syensqo digital preservation system;
• Stay abreast of technology and advances related to records management needs;
• Coordinate off-site Records Center activities, including records disposition and disposal;
• Evaluate and identify vital records at off-site storage facility to reduce rented space and storage costs;
• Participate in the evaluation, selection, and proposal analyses of vendors for outsourced services;
• Negotiate and monitor service contracts;
• Prepare and maintain monthly reports necessary for budget preparation and control;
• Assist with the development of the Records Management budget;
• Maintain an information tracking log, documentation, and statistics to substantiate compliance.

You will bring:

Regulatory & Legal Knowledge

• Understanding of data protection laws (e.g., GDPR, CCPA, etc.) and IA act and their impact on records management (e.g., GDPR "Right to be Forgotten" vs. legal archiving obligations).
• Compliance with industry regulations such as REACH, CLP, OSHA, and ISO 9001/14001.
• Knowledge of e:-discovery and litigation readiness.

Records Management & Archival Science

• Expertise in data classification and records lifecycle management, from creation to disposition.
• Knowledge of international records management standards (e.g., ISO 15489, ISO 30301 for records management systems).
• Ability to develop and implement records retention and digital preservation policies aligned with legal, regulatory, and business requirements.
• Experience in physical and electronic records classification, metadata management, and taxonomy development.

Digital Compliant Archiving and Preservation

• Knowledge of ISO 14721 (OAIS – Open Archival Information System) for long-term digital preservation.
• Expertise in legal and regulatory requirements for compliant digital archiving (e.g., GDPR, eIDAS, IA act).
• Familiarity with digital archiving solutions (e.g., Documentum, OpenText, Preservica, Alfresco).
• Implementation of audit trails, access controls, and digital rights management (DRM) for archival security.
• Understanding of electronic signatures and trust services in compliance with eIDAS.
• Expertise in preservation strategies, including migration, emulation, normalization, and encapsulation.
• Knowledge of metadata standards for long-term preservation, such as Dublin Core, METS, PREMIS.
• Experience in file format sustainability (e.g., PDF/A, TIFF, XML for long-term access).

Project Management and Leadership

• Strong organizational skills to manage multiple governance initiatives.
• Ability to train and educate employees on information policies.
• Experience in change management for implementing governance policies.

Communication and Stakeholder Management

• Ability to collaborate with IT, legal, compliance, Procurement and Business units.
• Clear documentation and reporting skills.
• Negotiation skills for working with vendors and regulators.

You’ll get:

• Competitive salary and benefits package
• 16, or more, weeks of maternity/paternity and co-parenting leave, according to local regulations
• Training platform for all employees
• Free language courses (24 languages available)
• Free well-being sessions (physical and psychological)

Additional information:

• Smart hiring flexibility.
• This role requires commuting to our HQ office in Brussels.