Monday, February 22, 2016

Kansas State Historical Society is looking for a Government Records Archivist

If you're a well-rounded records professional who enjoys working with all types of records, wants to work with some fantastic people, loves juggling multiple tasks and responsibilities, and lives or wants to live in the Sunflower State, the Kansas State Historical Society may have the job of your dreams. Here's what's involved, according to the detailed position description:
This is specialized, professional archival and records management work with statewide scope and application. The employee assists in developing the strategic direction for the State Archives Division’s public records program. The employee provides advice and assistance on records management and preservation practices; develops records retention and disposition schedules for state and county government agencies; provides technical assistance in planning, coordinating, and evaluating public records program activities; identifies, appraises, acquires, arranges, describes, and preserves Kansas government records (analog and digital) deemed to possess enduring value; assists with workshops and other training activities; utilizes a variety of computer databases; prepares statistics; assists in preparing grant applications; assists in evaluating received grant applications; and participates in strategic planning. The work is of a highly diverse and complex nature characterized by a broad range of activities and frequently changing conditions, situations, problem s, and standards/best practices. The employee must exhibit independent judgment and participate in major program changes or policy decisions. The employee must possess the ability to explain, clarify, and interpret the program’s policies, procedures, and practices to a diverse audience.

Records Management Consulting (Analog and Digital Records)
  • Promotes the adoption of records management methods and best practices for state and local government records in all formats in compliance with applicable records laws. 
  • Analyzes business processes and workflow s to determine state and local government agency functions and the resulting records series and information systems to develop records retention and disposition schedules. 
  • Prepares and revises state and local government retention and disposition schedules and drafts appraisal reports for presentation to the State Records Board. Appraisal assessments require the employee to apply analytical thought and sound judgment to: 
    • recommend appropriate retention periods and final dispositions for Kansas public records to meet the legal, fiscal, or administrative requirements of Kansas government agencies; 
    • identify public records that possess enduring legal, fiscal, or administrative value to the State of Kansas or its citizens; 
    • determine the potential historical value of public records by evaluating gaps in existing State Archives holdings, uniqueness of the information contained in the records, preservation issues and concerns , research trends, and anticipated future use. 
  • Assists state government agencies to develop Electronic Recordkeeping Plans detailing strategies for ensuring that long-term electronic records (10+ year retention) are managed and preserved for approved retention periods. 
  • Evaluates, monitors, and proposes new or revised state and local government agency recordkeeping practices. 
  • Provides assistance to state and local government agencies in interpreting and applying retention and disposition schedules. 
  • Coordinates with others to develop enterprise guidelines and best practices for the management of state and local government records in analog and digital form. 
  • Produces and presents written, oral, and multimedia training materials and workshops on records and information management policies, procedures, and legal mandates 
  • Develops and maintains positive working relationships with state and local government agency staff. 
Public Records Preservation (Analog and Digital Records)
  • Develops and implements plans to proactively identify and acquire state government records with enduring value.
  • Coordinates the legal and physical transfer of state government records with enduring value to the State Archives. 
  • Arranges State Archives holdings in accor dance with professional archival practices. 
  • Provides suitable housing and storage for State Ar chives holdings to ensure preservation. 
  • Reappraises records in the State Arch ives holdings for possible deaccessioning. 
  • Describes the content of State Archives holdings to aid researchers in identifying materials appropriate to their area of inquiry through narrative finding aids and cataloging records that are EAD- (Encoded Archival Description) , DACS- (Describing Archives: A Content Standard), MARC- (Machine Readable Cataloging), and Dublin Core-compliant. This is done through the use of the agency’s collections management software, digital archives system, and other tools. 
  • Processes content for the State Archives Kansas Enterprise Electronic Preservation (KEEP) trusted digital repository in accordance with established workflows and metadata standards including: 
    • Open Archival Information System (OAIS); 
    • Audit and Certification of Trustworthy Digital Repositories; 
    • Producer-Archive Interface - Methodology Abstract Standard (PAIMAS) 
  • Ensures that new finding aids and other access tools are added to the KSHS website and databases in a timely manner. 
  •  Miscellaneous Related Duties
  • Serves on intra- and inter-divisional committees, task forces, and teams. 
  • Provides staff support to various boards , including the State Records Board and the Electronic Records Committee. 
  • Trains, plans and oversees the work of volunteers and interns. 
  • Enhances professional knowledge and skills by: 
    • studying professional literature in the fields of records management, archives, government, history, information technology, and digital preservation;
    • participating in regional and national archives and records management professional organizations;
    • attending in in-person and remote professional development training opportunities; 
  • Develops and presents new or revised content for the State Archives Division web pages.
  • Performs other tasks assigned by the supervisor, the State Archives Division director, or by other Kansas Historical Society administrators in order to help carry out the general mission of the agency. 
  • Provides administrative and logistical support to the Kansas State Historical Records Advisory Board (KSHRAB) by: 
    • contributing to the preparation of National Historical Publications and Records Commission (NHPRC) grant proposals requesting funding for KSHRAB activities; 
    • participating in KSHRAB meetings and strategic planning activities.
  • Provides reference and research assistance to staff and patrons who visit the Research Room or who send inquiries remotely using collections management system, narrative finding aids, other published and unpublished resources, and personal knowledge of the holdings of the agency according to established guidelines. This may include working the occasional Saturday. 
  • Performs specialized reference work involving the locations of specific materials in large collections of government records, personal papers, business records, etc. that does not have detailed descriptions. This involves applying knowledge of similar collections to determine where relevant materials mi ght be in these large collections. 
  • Provides specialized reference and research assistance to staff from other government agencies requiring access to agency records that have been transferred to the State Archives. Occasionally serves as liaison between agency staff and reference staff at the Kansas Historical Society. 
 And here's what you need to bring to the table:
Education or Training
Master's degree in history or library/information science with an archival administration concentration, or a related field is preferred.

Licenses, Certificates, and Registrations
Valid Kansas driver's license
Certified Archivist credential preferred but not required.
Digital Archives Specialist certificate preferred but not required.

Special Knowledge, Skills, and Abilities

Knowledge of:
  • archival theories, methods, and best practices; 
  • electronic information systems including document and/or content management systems, imaging systems, and database management systems; 
  • digital preservation methods and best practices; 
  • metadata standards for archives, records management, and digital preservation including, but not limited to, the following: 
    • Metadata Encoding Transmission Standard (METS) 
    • Dublin Core 
    • PREMIS (preservation metadata)
    • Encoded Archival Description (EAD)
    • Machine-Readable Cataloging Record (MARC) 
  • American history with special emphasis on western and Kansas history; 
  • records and information management methods and best practices; 
  • international standards and best practices related to trusted digital repositories including, but not limited to, the following: o 
  • Open Archival Information System (OAIS): ISO 14721:2012 
  • Audit and Certification of Trustworthy Digital Repositories: ISO 16363: 2012 
  • Producer-Archive Interface - Methodology Abstract Standard (PAIMAS): ISO 20652:2006
  • archives and special collections reference techniques and best practices;
  • historical research methods; 
  • Special Library and archives reference techniques and best practices. 
Ability to:
  • work with a variety of people and in a team environment; 
  • balance multiple projects; 
  • meet deadlines; 
  • express ideas clearly, orally, and in writing to groups with varying expertise in the relevant subject matter.
Six months of experience in planning, implementing and monitoring activities relevant to the agency's programs.  Education may be substituted for experience as determined relevant by the agency.

Special Qualifications
Physical requirements of the position include climbing tall ladders to examine or move records stored on high shelves; lifting or carrying boxes or volumes weighing as much as 60 pounds which often must be placed on high shelves and/or loading docks; and loading, and driving a large van.
The starting salary for this position is $36,171, and State of Kansas employees receive health insurance, retirement, and other benefits.

The application deadline for this position is 11 March 2016. For more information and detailed application instructions, consult the job posting.

Friday, February 5, 2016

Alabama Department of Archives and History is hiring an appraisal archivist/records manager

If you are comfortable working with both paper and analog records, like the idea of having dedicated colleagues who do amazing things with limited resources, and live or want to live in the South, the Alabama Department of Archives and History would like to hear from you. Here's what you need to know:
Position: 30430 Archivist – Appraisal/Records Management

Annual Salary Range: $30,724.80 - $48,924.00

Date we will request a register from State Personnel: February 29, 2016

Currently, the Alabama Department of Archives and History (ADAH) seeks an Archivist/Records Manager for the appraisal and outreach program with state and local government agencies. Reporting to the head of the Appraisal Section, the archivist will be responsible for establishing retention requirements for state and local records in all formats, the acquisition of permanent state records for preservation in the Alabama Department of Archives and History, and records management outreach activities with core constituent groups. While this is the only approved position for hire today, the archivist position is a continuous register in Alabama and we anticipate an additional hire in late spring 2016. The late spring hire will include a collections archivist to work with serials, photographs, and other special formats.  If you are interested in any archival position with the State of Alabama, we encourage you to submit an application to the Alabama State Personnel Department today.

Appraisal/Records Management Duties:
  • Work with state and local government officials to identify the legal, fiscal, administrative, and historical value of records and submit retention recommendations to the State and Local Government Records Commissions.
  • Develop and provide training for state and local agency staff in the proper management of records
  • Provide records-keeping support to state and local officials as well as keepers of historical records at local repositories.
  • Acquire state agency historical records for preservation at the ADAH. 
  • Work with local government officials to preserve records in local communities.
  • Work with all stakeholders to develop and/or revise policies, rules, and guidelines concerning the management of records, in all formats, based on national and international best practices.
  • Become familiar with current Alabama, other state, and national laws with regards to record keeping
Knowledge, Skills, and Abilities:
  • Knowledge of records management and archival core competencies.
  • Knowledge of the principles and practices involved with the appraisal, collection, and disposition of records.
  • Knowledge of electronic records and reformatting best practices.
  • Evidence of commitment to the archival profession by memberships and participation in professional associations.
  • Record of ongoing professional development and contribution.
  • Ability to work well with all stakeholders
  • Ability to express ideas clearly, both orally and in writing.
  • Ability to read, analyze, and interpret industry periodicals, professional journals, technical procedures, and government regulations to keep up-to-date with new best practices and techniques
  • Ability to lift and carry heavy boxes weighing on average 40 pounds.
Minimum Qualifications:  
  • Bachelor’s degree in history, political science, government or a related field plus – two graduate level courses in archival administration or one year’s professional experience in archival or records management work.
  • A valid driver’s license
Montgomery and ADAH: 
Montgomery and the River Region are home to friendly people, high-tech industry, the State Capitol, and a major Air Force Base. The region is growing quickly with over 360,000 people in Montgomery, Prattville, Millbrook, Pike Road, Wetumpka and Tallassee and enjoys a low cost of living. Located in central Alabama at the intersection of Interstate Highway 85 (east and west) and Interstate Highway 65 (north and south), Montgomery is:
  • 161 miles southwest of Atlanta
  • 92 miles south of Birmingham
  • 168 miles north of Mobile and the Gulf of Mexico
Alabama created the first state department of archives and history in the United States. Founded in 1901, the Alabama Department of Archives and History became a model for many other states. Now in its second century of service, the Alabama Department of Archives and History is mindful of its obligation to preserve the records of its past and to serve the information needs of future generations of researchers.  The department continues the following programs as priority services:
  • assistance to state agencies and local governments in the preservation of their records of historical value
  • work to preserve modern records in fragile formats, such as computer records, photographs, and video tapes
  • educational programs and tours to school children, tourists, and interested citizens
  • reference service
  • maintenance of the security of collections held by the Archives
  • use of new information technology to extend the department's services.

The ADAH is interested in filling this position as quickly as possible.  If you are interested in applying, please:
Becky H├ębert
Alabama Department of Archives and History
PO Box 300100
Montgomery, AL 36130-0100

Thursday, February 4, 2016

New York State Archives is hiring *two* Archives and Records Management Specialist 2's

My employer is on a hiring spree! Last week, I posted about an Archives and Records Management Specialist 2 position that we're currently seeking to fill; this position is in our Information Services unit, and the deadline for applying is February 9. We are now hiring two more Archives and Records Management Specialist 2's:
The New York State Archives is seeking to fill two Archives and Records Management Specialist (ARMS) 2 positions. Under the direction of an ARMS 4 or ARMS 3, the ARMS 2 will carry out tasks related to the scheduling, appraisal, arrangement and description, and/or preservation of government records.  Duties include, but are not limited to, the following:
  • Schedule, appraise, arrange, and describe, and/or preserve state government records;
  • Provide advisory services to state agencies, local governments, and/or non-government repositories;
  • Participate in the delivery of services to on-site researchers and the response to researcher inquiries via phone and email; and
  • Supervise staff assigned to tasks related to government records and/or archival services, including planning projects, monitoring work in progress, evaluating final products, and documenting staff effort.
MINIMUM QUALIFICATIONS: Candidates must have one year of permanent competitive or non-competitive 55b/c service as an Archives and Records Management Specialist 1 OR have one year of permanent competitive or 55b/c service in a title SG-16 or above in a title deemed eligible for transfer under Section 52.6 of the Civil Service Law.  In addition, candidates must also possess the qualifications listed below.  For provisional appointment, candidates must have a Master's degree in history, government, business or public administration, political science, American studies, library/information science, or archival administration and two years of professional experience in which the majority of duties involved one or more of the following:
  • Analyzing or appraising records and information systems to develop recordkeeping and/or records retention plans for an institution, governmental body, or corporation;
  • Providing education, training, grant-in-aid, or direct technical assistance services in records management and/or archives administration for an institution, governmental body, or corporation;
  • Developing or implementing guidelines, standards, policies and procedures concerning records management and/or archives administration for an institution, governmental body, or corporation;
  • Evaluating available information technology to support recordkeeping needs and requirements of an institution, governmental body, or corporation;
  • Acquiring, controlling, preserving, making available, or promoting use of archival records, whether in electronic, paper, or other form for an institution, governmental body, or corporation.
If there are three or fewer qualified candidates in the promotion field, a permanent appointment may be made via non-competitive promotion pursuant to §52.7 of the Civil Service Law. To qualify for non-competitive promotion, candidates must have one year of permanent competitive or 55b/c service as an Archives and Records Management Specialist 1.
Don't let the opaque civil service language in the  "minimum qualifications" section spook you; it merely indicates that some people already employed by the State of New York may be eligible to transfer into these positions provided that they meet the specified qualifications.

The starting salary for both positions is $52,293 and, at least according to the current salary schedule, will gradually increase to $66,494 based on annual performance advances. These figures are established by a collective bargaining agreement and are non-negotiable; they may also change slightly following the next round of contract negotiations. In addition, the State of New York offers a comprehensive array of retirement, health, and other benefits.

The application deadline is 22 February 2016. For more information and detailed application instructions, consult the position description.