Digital Archives Specialist - Library and Learning Commons

The Opportunity The Library and Learning Commons Department seeks an incumbent for the position of Digital Archives Specialist who works under the supervision of the University Archivist to plan, design, classify, secure, store, maintain, use, retain, dispose, and preserve born digital and digitized records. supports the long-term preservation of digital assets and ensures that archival collections are discoverable, accessible, and usable by researchers, staff, students, and the public. The Digital Archives Specialist also manages the university's digital archives and coordinates their ingestion into the Open Archival Information System (OAIS) compliant trusted digital repository infrastructure. The Responsibilities Core Functional Accountabilities: Implements ISO/TS 16175, ISO 15489, ISO 14721, ISO 23081, ISO/TR 15801, and ISO 25964 to manage university digital records Works closely with the university IT department to develop an integrated electronic records management system for emails, data, web content, and electronic records Works with university departments to create an enterprise functional digital file classification system Creates and automates retention and disposition schedules for the integrated electronic records management system Appraises and selects university vital and historical records Collaborates with the National Library and Archives (NLA) to implement national archival legislation, rules, and regulations on the management of digital records Develops electronic records management policies, guidelines, forms, and procedures manuals per the NLA Act and other international archives and records management best practice standards. Works closely with all university departments’ management to establish and implement international archival best practices and standards for the acquisition, selection, accession, preservation, destruction, and access to physical and digital records. Arranges and describes records using ISAD-G, AtoM, or Records in Contexts–Conceptual Model (RiC-CM) Safeguards University’s Intellectual property rights Works with other university departments to have disaster preparedness measures in place Ensures adequate security measures for the safety of digital records Conducts regular records surveys, inventories, and audits for all types of University physical, analog, and digital. Supports the development and refinement of digital archiving workflows, including intake procedures, metadata description, and version control processes Works with University departments to ensure the smooth transfer of digital records to the University digital repository. Provides technical support related to transferring archival content across platforms or storage systems, while ensuring metadata retention and file integrity during transfers. Contributes to the planning, organization, implementation, monitoring, and evaluation of digital archival projects Develops a digital Archives outreach program Actively participates in the work of the International Council on Archives (ICA) and other relevant local, regional, and international professional records and archival bodies. Provides archives and records management training to staff, students, and the wider community Keeps abreast of professional trends and developments in the area of archives and records management, and demonstrates adequate knowledge of key growth areas Does research and shares findings, locally, regionally, and internationally Undertakes all other assigned archives and records management tasks. General Position Accountabilities: Participates in the library’s public services and technological initiatives, including but not limited to references, instructions, workshops, and subject guides. Participates in library programming, committees, training, scheduling of classes, and special activities. Works with student workers and provides them with guidance and feedback. Performs other relevant duties as requested. The Requirements Bachelor's Degree in archival science, computer science, information science, or a Bachelor’s degree in a relevant field plus 6 years working in an intensive electronic records enterprise-wide environment at least 2 years in a supervisory position. Master's Degree in archival science, information science, or computer science with minimum 4 years or experience and at least 1 year in a supervisory position will be an added advantage. Certification in a relevant field is preferred. Working experience in academic library settings or equivalent is highly desired. Other essential requirements: Hands-on experience in Electronic Document Records Management System (EDRMS), Enterprise Content Management (ECM) environment Micro Focus Content Manager, OpenText Familiarity with ISO/TS 16175-2, ISO 15489, ISO 11799, ISO 14721, ISO 23081, ISO/TR 15801, and ISO 25964 international best-practice standards Mastery of AtoM, ISAD-G and Records in Co

Bachelor's Degree in archival science, computer science, information science, or a Bachelor’s degree in a relevant field plus 6 years working in an intensive electronic records enterprise-wide environment at least 2 years in a supervisory position. Master's Degree in archival science, information science, or computer science with minimum 4 years or experience and at least 1 year in a supervisory position will be an added advantage. Certification in a relevant field is preferred. Working experience in academic library settings or equivalent is highly desired. Other essential requirements: Hands-on experience in Electronic Document Records Management System (EDRMS), Enterprise Content Management (ECM) environment Micro Focus Content Manager, OpenText Familiarity with ISO/TS 16175-2, ISO 15489, ISO 11799, ISO 14721, ISO 23081, ISO/TR 15801, and ISO 25964 international best-practice standards Mastery of AtoM, ISAD-G and Records in Contexts–Conceptual Model (RiC-CM).

Implements a wide range of archival standards to manage university digital records; collaborates with IT to develop an integrated electronic records management system; creates enterprise digital file classification systems; automates retention and disposition schedules; appraises and selects vital and historical records; collaborates with the National Library and Archives on legislation and best practices; establishes international archival standards for acquisition, selection, preservation, destruction, and access; arranges and describes records using ISAD-G, AtoM, or RiC-CM; safeguards intellectual property rights; implements disaster preparedness and security measures; conducts records surveys, inventories, and audits; develops digital archiving workflows, metadata, and version control; oversees transfer of digital records to the university repository; provides technical support for transfers and maintains metadata integrity; contributes to planning and evaluation of digital archival projects; develops a digital Archives outreach program; participates in ICA; provides training; keeps abreast of trends; conducts research and shares findings; performs other assigned tasks; participates in public services and technological initiatives; supports library programming, committees, training, scheduling; guides student workers; performs other duties as requested.