Author Archives: mandana behnia

US-Indiana-Notre Dame – Digital Archivist

The Hesburgh Libraries of Notre Dame seeks an innovative Digital Archivist to assist in developing a sustainable program for long-term stewardship of the University’s electronic records. The Digital Archivist reports to the Head of the University Archives and is a non-tenure track member of the Library Faculty.

The successful candidate will be committed to providing excellent support to University administrators, faculty, and campus stakeholders by creating policies, procedures, and guidelines as well as integrative workflows for the productive and efficient management of born-digital University records.

The Digital Archivist will work with other archivists, librarians, records managers, the Office of General Counsel, the Office of Information Technology (OIT) and university stakeholders to assist in developing ongoing digital curation strategies that are aligned with legal and administrative requirements, institutional policies, and international and national best practices and standards for recordkeeping in a digital  environment.

This position posting and application instructions can be found on the Interfolio website: http://apply.interfolio.com/42791

Records Management Consultant – John Hopkins University

Records Management Consultant

Requisition #: 314328

Status: Part Time

School: Academic Centers

Location: Mount Washington Campus

Location City: Baltimore

Location State: MD

General Description

The Johns Hopkins University is hiring an experienced records management consultant for a temporary appointment. The consultant will survey and analyze the recordkeeping environment of the Center for Talented Youth (CTY) and create a records management plan for the primary purpose of identifying and preserving the current and future records of enduring value of the Center.

Size and Composition of the CTY

The CTY currently employs about 190 full-time staff members, most of whom work on the Mt. Washington campus of the Johns Hopkins University. About 2,000 employees also hold part-time and seasonal positions on the Online and Summer Programs staff. CTY maintains 10 functional unit heads that report to the Executive Director. The successful candidate will be given an organizational chart for reference.

History and Significance of the CTY

The CTY is a nonprofit dedicated to identifying and developing the talents of academically advanced K-12 students around the world. Founded by Johns Hopkins psychologist Julian Stanley in 1979, the center draws upon its research and resources to provide today’s brightest students with fun and challenging summer, online, and family academic programs; a community of engaged learners; and a strong foundation for future success in college and their careers.

The Need for A Records Management Plan

CTY contains within it nearly every element of a full university: admissions, curriculum, registrar, international studies, development, finance, communications, human resources, academic departments, administration, research, and more. Each of these elements is continuously producing records.

CTY’s records can be categorized into five groups:

  • Current Records. Active records and inactive records if the same types of records are still being produced by a CTY department.
  • Historical Records. Non-active records that are not also part of an ongoing series, e.g., files belonging to a particular former staff member.
  • Reference Materials. CTY-produced magazines, newsletters, yearbooks, catalogs, reports and other printed materials, as well as the CTY website(s).
  • Media Assets. Photographs and a/v recordings in any format.
  • Artifacts. Three-dimensional objects such as CTY student and staff lanyards and t-shirts.

Some CTY records should be destroyed as soon as their immediate use is over. Others may need to be retained for several years to meet university policy, to mitigate legal liability, or to allow CTY to perform its functions. And yet others should be retained permanently due to legal mandate or to bolster the historical record.

CTY needs to expand its management of records to include email, electronic files and – critically – CIS, CTY’s main database.

CTY is seeking an experienced professional who would undertake a project to:

  • Work with University Archives to create CTY-wide records retention schedules that include both paper and electronic records systems.
  • Work with University Archives to appraise the historical value of non-current records and to transfer to the archives when appropriate.
  • Develop a CTY reference collection of all CTY publications, catalogs, reports and similar works, to include developing a plan to fill in known gaps.
  • Analyze which media assets CTY wants to preserve long term. Significant portions of these materials are currently stored on media that are likely to suffer degradation and data loss in the near future. (This project includes analysis only; the design and implementation of a media management program is anticipated to be complex and resource-intensive enough to warrant a separate project.)
  • Actively select and archive significant CTY artifacts.

Compensation

$35-$40/hour, commensurate with qualifications and experience, not to exceed 1,000 hours.

Qualifications

CTY Records Management Plan Requirements

While we leave many decisions up to the expertise of the consultant, the records management plan must contain the following characteristics:

  • The plan must accommodate records in any format as they are currently managed by CTY staff: print, digitized, electronic, media, and artifacts.
  • The plan at a minimum must identify which records series merit enduring or permanent retention by the University Archives.
  • The plan must describe a recommended workflow for transferring print, electronic and other records of enduring value from CTY to the administrative care of the University Archives.
  • The plan must take into consideration that it will be followed by a designated Records Custodian (in collaboration with the University Archives) who will not be a trained Records Manager. In other words, the plan must be effective but easy to implement.

Application

Please submit the following information to seaddy@jhu.edu.

  • A cover letter summarizing your qualifications;
  • A narrative describing the work you would be providing and proposed deliverables following completion of the work;
  • Your resume and references.

(No phone calls, please.)

The position will remain open until filled. Once a successful candidate has been identified, a contract will be drafted and signed by both parties.


NOTE: The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at 443-997-5100. For TTY users, call via Maryland Relay or dial 711.

Job posting: https://jobs.jhu.edu/jhujobs/jobview.cfm?reqId=314328&postId=14919

Records Analyst – City of Surrey

Job ID: 1563    Location: City of Surrey    Full/Part Time: Full-Time    Regular/Temporary: Regular

Overview

As one of the fastest growing cities in Canada, City of Surrey is a globally recognized leader in building vibrant, sustainable communities through technology and innovation.

City of Surrey employees are talented innovators, inspired by meaningful work and the opportunity to drive our city—and their careers—forward. Build a City. Build a Future at the City of Surrey.

Employment Group

Union – CUPE Local 402

Scope

Reporting to the Records and Privacy Manager, the Records Analyst will provide subject matter expertise and support to the organization for managing corporate information. They will help drive adherence to standards & policy (unstructured/structured), and ensuring best practices in Records Management (RM), Information management and data governance. This position will provide leadership and growth.

An employee of this class exercises considerable independence of action and judgement.

Responsibilities

  • Develops, recommends and upon approval, establishes policies and procedures for records and information management systems; develops, recommends and upon approval, implements new and/or revised methods and procedures to improve efficiency.
  • Provides advice and training to staff on records and information management policies and procedures; contributes to developing training materials.
  • Ensures that administrative files and records are maintained in accordance with established rules, regulations, policies and procedures; arranges, classifies and describes documents, provides assistance and information to users on holdings.
  • Participates in paper and electronic projects such as EDRMS, data migration, and scanning; develops project plans and documentation; conducts appraisals and writes reports; works with other records staff to complete projects.
  • Supervises the work of staff involved in records management, mailroom, and archival services. Performs related work as required.

Qualifications

To be considered for this exciting opportunity you will have the following:

Master’s Degree in Information Studies or Archival Science plus 3 years of related experience. An acceptable equivalent combination of education and experience may be considered.

Licenses, Certificates

Valid B.C. Driver’s License

Conditions of Employment

Successful applicants must provide proof of qualifications.

Our Values

Integrity – Service – Teamwork – Innovation – Community

Search: “records analyst”

Records Manager

The Records Manager provides vision, leadership and oversight to the Duke University community in effectively managing permanent and non-permanent records according to legal requirements and best practices. S/he advocates for and coordinates appropriate transfer of permanent records to the University Archives.

Responsibilities

  • Meets with departments and staff served by the Duke University Archives to appraise records, suggest solutions, and help arrange transfers to the University Archives. This work is done in close consultation with the University Archivist, Technical Services Archivist for University Archives, and Digital Records Archivist.
  • Creates records retention schedules in collaboration with the Office of Legal Counsel, campus departments, administrators, and the University Archives. Periodically updates and reviews these schedules to reflect changing legal requirements and university policies.
  • Offers training, outreach, and leadership to campus constituents in understanding records schedules and best practices in handling restricted records.
  • Works with the University Archivist to survey campus departments and offices for university records of enduring legal, administrative, and historical value.
  • Works with the Digital Records Archivist to identify appropriate records transfer schedules for digital records and facilitate their transfer.
  • Works with the Technical Services Archivist for University Archives to ensure best practices for transfers of permanent records to the University Archives.
  • Stays current with records management practices as well as with laws and policies that affect university records.
  • Documents cost savings and other benefits to the university resulting from the Records Management Program.
  • Displays continuing growth in professional and subject knowledge and takes an active interest in the profession. Growth and interest should be demonstrated through continuing development of professional knowledge and abilities, membership and participation in professional organizations, and service to the library, University, or community in a professional capacity.
  • Participates regularly in staffing the reference desk, as well as on weekend and holiday reference desk rotations.
  • Conducts and contributes to departmental outreach when needed, such as presentations, exhibits, and publications.
  • Performs other duties as assigned.

Supervisory Responsibilities

  • May supervise interns and/or student assistants

Qualifications

It is the expectation that all Duke University Libraries staff members will demonstrate exceptional workplace behaviors in the execution of their specific position responsibilities. These behaviors are customer focus, collaboration, creative problem solving, continuous learning and a commitment to diversity.

Education:

Required:  ALA-accredited MLS and/or advanced degree in archives, records management, or other relevant field or combination of relevant education and experience.

Experience:

Required:  One to three years of professional experience; knowledge of archival standards, theory, and practice; experience with implementing records schedules; familiarity with record keeping systems; working knowledge of the issues surrounding electronic record-keeping systems, such as electronic imaging, email systems, content management systems, and personal digital archiving; ability to establish and maintain cooperative working relationships; ability to exercise good judgment and discretion, and maintain confidentiality; ability to edit/proofread complex and lengthy materials with attention to detail; excellent interpersonal, oral and written communication skills; ability to work independently and as a member of a team; demonstrated commitment to providing outstanding customer service.

Preferred: Prior experience working in an academic research library, ideally in an academic archives; understanding of higher education administration and management; Certified Records Manager certification.

Working Conditions

  • Must be able to lift 25 pounds
  • Must be able to work in an environment in which exposure to materials containing dust and mold is possible
  • Frequent bending, crouching, stooping
  • Normal office environment
  • Occasional weekend shifts required
  • Occasional travel required

These statements are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.

Salary and Benefits

Salary and rank dependent on qualifications and experience. Comprehensive benefits package includes 20 days vacation, 13 holidays, 12 days sick leave; health, dental, disability and life insurance and support for professional development and training.

Environment

Since its founding in 1924, Duke University has grown into one of the most prestigious private universities in the world and its medical center ranks annually among the top in the nation. The Duke University Libraries are the shared center of the university’s intellectual life, connecting people and ideas. The Libraries consist of the William R. Perkins Library and its branches: Rubenstein Rare Book and Manuscript Library, Lilly, Music, and the library at the Duke Marine Laboratory in Beaufort.  Duke’s library holdings of 6.1 million volumes are among the largest of private universities in the United States.

Duke’s hometown is Durham, North Carolina, a city with vibrant research, medical and arts communities, and numerous shops, restaurants and theaters. Durham is located in the Research Triangle, a growing metropolitan area of more than one million people that provides a wide range of cultural, recreational and educational opportunities. The Triangle is conveniently located just a few hours from the mountains and the coast, offers a moderate climate, and has been ranked among the best places to live and to do business.

Duke offers a comprehensive benefit packages which includes both traditional benefits such as health insurance, leave time and retirement, as well as wide ranging work/life and cultural benefits. Details can be found at:  http://www.hr.duke.edu/benefits/duke_benefits.html.

Application

Cover letter, detailed resume and the names, addresses (mailing and e-mail), and telephone numbers of three references should be submitted to: https://academicjobsonline.org/ajo/jobs/9383. Review of applications will begin immediately and will continue until the position is filled.

Applications which are missing any of the components listed above will not be reviewed.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, genetic information, gender, gender identity, national origin, race, religion, sexual orientation, or veteran status. The Duke University Libraries have a strong commitment to Affirmative Action and is actively seeking to increase the racial and ethnic diversity of our staff.

Job posting: http://library.duke.edu/about/jobs/recordsmanager

ASSISTANT ARCHIVIST (Auxiliary)

Scope

The City of Surrey’s Heritage Services Division provides exciting opportunities and challenges in an active and energetic environment. We’re currently looking for an enthusiastic new graduate for an internship position as Assistant Archivist. The Assistant Archivist will assist in acquisition, arrangement and description, reference services, outreach initiatives, programming, and preservation tasks. This position requires availability Tuesday to Saturday.

Responsibilities

The Assistant Archivist will:

  • Process, digitize, arrange and describe collections containing textual, photographic and other assorted record formats;
  • Enter all archival descriptions in to the Archives’ database, increasing the resources available to the public in the Archives Reference Room and online through SAMOA (Surrey Archives and Museums Online Access);
  • Undertake a role in acquisition decisions, outreach events, public programming, preservation monitoring, and reference services.

Qualifications

The successful candidate will be selected based on their education, experience and skills related to the job as well as:

  • A valid driver’s license, with a safe driving history;
  • Current Standard First Aid and CPR certificates (or acceptable equivalent);
  • Completion of a Masters of Archival Studies or a Masters of Library and Information Studies degree is desirable;
  • Work experience within a cultural heritage facility is favorable, along with training and experience in archival description.

As per the Young Canada Works requirements, candidates must have graduated from a recognized post-secondary institution within the last 24 months.

This position requires completion of a Police Information Check.

Funded in part through Heritage Canada’s Young Canada Works Building Careers in Heritage, applicants need to meet specific eligibility requirements including: be between 16 and 30 years of age at the start of employment, are an unemployed or underemployed college or university graduate, and will not have another full-time job (over 30 hours a week) while employed with this position. To find out more, visit: http://canada.pch.gc.ca/eng/1459878161086. This is an auxiliary, union position.

Posting: Assistant Archivist (Auxiliary)-External Job Posting

Head of Bancroft Public Services

Institutional Repository Content Manager (IRCM)

Digital Archivist

Curator of Audiovisual Materials and Media Arts History

Archives and Special Collections Librarian (0.5 FTE)