Gillian Dubin - Ellicott City, MD
If you’ve ever wondered how a company keeps track of its story, its milestones, data, studies, and identity, you’ll find the answer in the work of Gillian Dubin, Certis Biologicals’ Company Archivist.
Gillian plays a vital role in preserving our past and organizing our present. From digitizing thousands of documents and managing records in our regulatory room to supporting teams with research and trademark searches, Gillian ensures Certis’ information is not just stored, but accessible, searchable, and useful. 
Can you explain what a Company Archivist does and why the role
is important to an organization like Certis?
Archivists are responsible for managing and preserving records. That includes bringing in new records (called accessioning), removing outdated ones (deaccessioning), organizing them (arrangement), storing them properly, and making them accessible. Most archivists work in academic or government settings, where the goal is to make records available to as many people as possible.
Corporate archives, like the one at Certis, are a bit different—our audience is mostly internal. In this setting, archivists typically maintain materials related to company history, leadership, branding, and external relationships, though collections can vary by organization.
Right now, I work under the regulatory umbrella, focusing on organizing, maintaining, and digitizing records in the regulatory room. Once that’s complete, I’m looking forward to expanding into other areas of the company’s history and operations.
Is there something unique to your job that most people wouldn't know about?
One thing most people don’t realize is that archivists don’t keep everything.
Archives typically have a defined collection scope that outlines what’s accepted and what’s not. This helps avoid duplication and ensures that time and resources aren’t spent managing materials that fall outside of the archive’s purpose.
In what ways do other departments at Certis rely on or benefit from the archive?
As I mentioned earlier, I work closely with the regulatory team on records management. The biggest impact I’ve made so far has been organizing and digitizing our records.
I’ve also scanned the majority of our studies, so now when a member of the regulatory team needs something specific, I can tell them within minutes whether we have it and where to find it. In addition, I’ve been working on environmental management to help ensure these records are preserved for the long term. I also take on other tasks as needed when opportunities come up.
What led you to Certis?
I interned at a corporate archive when I was in graduate school. I liked it a lot, so I was keeping my eyes peeled for corporate archive jobs; they aren’t super common, so I was really excited when I saw Certis’ job listing. Additionally, Maryland is a better area for librarians and archivists than Kentucky.
What inspired you to become an information scientist / archivist?
Honestly, I was that kid who spent all of my time reading. I was really interested in books, but I also had a minor in museum studies during my undergraduate studies, which I really enjoyed. Archives seemed like a good way to combine those fields.
If you could swap jobs with anyone at Certis for a day, who would
it be and why?
I’d want to swap with someone in the lab. They have all the cool toys.
Do you have any hidden talents or unique hobbies? Share them!
I make Anime Music Videos (AMV). An AMV is when you take footage from a show and/or film and put it to music or other audio. Recently, I started submitting some of my videos to contests, but I have not made it into one yet.
What advice would you give someone interested in archival work within a science-based company like Certis?
I heard this great quote at the last conference that I attended, “You don’t actually have to be an expert in the field you’re archiving.” If you are working at a company like Certis, you are going to be surrounded by subject matter experts. Your job is to understand what they need and how they organize their records. (Hopefully) the company hired you because they need a subject specialist in information management and/or archives, not in a science field. That said, having some background in science definitely doesn’t hurt!
Whether it’s digitizing decades of regulatory records or helping teams access critical data, Gillian’s work ensures that Certis stays grounded in its history while moving forward with purpose. We’re grateful for her behind-the-scenes impact and the care she brings to preserving the work of Certis Biologicals.
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About Certis Biologicals
Certis Biologicals is the leading developer, manufacturer, and distributor of biological innovation such as biofungicides, bioinsecticides, bionematicides, bioherbicides, and plant health-promoting products, servicing the agriculture, turf, greenhouse, home, and garden markets globally. With a proven, broad portfolio of products and a continuous pursuit of new solutions for conventional and organic production, Certis Biologicals is a leader and partner in sustainable crop production trusted by farmers in the U.S. and more than 50 countries across the world. To learn more about Certis Biologicals and their portfolio of proven solutions, visit CertisBio.com.
