SAA: Sex is history

Tilikum Crossing as seen from the west side of the Willamette River, Portland, Oregon, 29 July 2017. This cable-stayed bridge opened in September 2015 and was the first American bridge of its kind that doesn't allow for the passage of automobiles; traffic is limited to light rail, streetcars, bicyclists, and pedestrians.

The final day of the 2017 annual meeting of the Society of American Archivists consisted of the Liberated Archive Forum, a series of sessions and presentations that sought to empower activists seeking to document their own communities and enable professional archivists to ensure that we assemble a truly comprehensive documentary record. I stayed for part of the forum, and I was particularly impressed by an hour-long discussion on "Sex, History, and Controversy" led by author and activist Susie Bright and Cornell University Human Sexuality Collection curator Brenda Marston. I've long argued that archivists committed to creating a comprehensive historical record must grapple with issues of sexuality, and today's session led me to focus anew upon this issue.

Key takeways:

1. Sexuality is a vast, varied, and integral component of the human experience, and failing to document adult sexuality in all of its complexity and messiness means that we are failing to create a comprehensive historical record. At the same time, documenting sexuality poses numerous internal and external challenges for archivists. Archivists are embedded within the culture they seek to document, and our culture privileges some forms of sexual expression, condemns others, and often wants to sweep sexuality under the rug altogether. Archivists need to grapple with these cultural impulses when they come to the fore -- either from without or from within, and the process of doing so is likely going to be a lifelong one.

2. Several people expressed concern about the possibility that consent given at the time a given record was created might not extend to permanent preservation of that record. For example, there's a distinct possibility that at least some of the people who appear in sexually explicit photographs that were taken in the 1980s might now regret their decision to be photographed and would be appalled to learn that an archives had acquired the images and planned to share them with researchers. Bright responded that in such cases, closing such materials to researchers for a fixed period of time should minimize the risk of privacy violations. She also emphasized that, in many instances, materials documenting activities such as prostitution and pornography help to capture the lives of poor and working-class people and sexual minorities. If we discard materials that document their involvement in sex work or communities centered around sexual expression, their lives might otherwise be completely undocumented.

3. Archives are filled with records that document all manner of truly horrible things. Why do people who object to archival materials that contain sexually explicit words or images think it's acceptable for archives to document war or genocide? In our culture, pleasure -- and in particular sexual pleasure -- is surrounded by stigma in a way that widely condemned phenomena such as slavery are not. We need to be aware of and push back against this stigma in order to do our jobs effectively.

SAA 2017: records management, the web, and open data

Courtyard of Tranquility, Lan Su Chinese Garden, Portland, Oregon, 26 July 2017.

What follows is a quick stab at outlining a few ideas that came to the fore during two sessions -- one of which I was a participant and one in which I was an audience member -- and during the Government Records Section's annual meeting. Some are my own, and some are other people's, and all of them concern in some way our profession's inability to explain the value of records management programs, and in particular government records management programs, to the broader public:

• Government archivists and records managers have tried for decades to get public officials, policymakers, journalists, and the public at large to understand that government records management and archives programs are essential to ensuring government accountability, efficiency, and transparency. We haven't gotten a lot of traction, and I'm increasingly convinced that our lack of success is because we frame our arguments in ways that make sense to us but not to the vast majority of our fellow citizens. Why do we keep doing the same thing and expecting different results? Why aren't we working with public relations professionals and other people who are adept at crafting simple, resonant messages and communicating them to broad audiences? How would Don Draper sell records management? 
• As one archivist in a session I attended this morning noted, governments that release the data they gather or create as open data -- data that third parties can use, reuse, and redistribute subject only, at most, to the requirement that the source of the data be identified may not pose much of a records management challenge. For example, this archivist's public sector employer, which has begun sharing datasets it has created with the public in an effort to be proactively transparent, treats the versions of the datasets it posts on its open data website as convenience copies. However, as other archivists pointed out during the annual meeting of the Government Records Section, the controversy and wave of "citizen archiving" initiatives that ensued when the new presidential administration removed certain types of information from federal government websites suggests that at least some members of the public have come to expect that information posted online will remain readily accessible in perpetuity. I have the feeling that, in the coming years, we're going to devote a lot of energy to coming to grips with this expectation. Will we give into it and focus on harvesting and preserving web content, or will we ramp up our efforts to explain that managing government records appropriately may mean removing and disposing of data that was once freely available online? Or will we preserve tons of web content and explain that, in some instances, we work with agencies to identify and acquire additional, related records that are not available online and that, in others, we capture only snapshots of web content? 

SAA 2017: Local Government Records Section

Water lily in Lake Zither, Lan Su Chinese Garden, Portland Oregon, 26 July 2016.

Greetings from Portland, Oregon and the 2017 annual meeting of the Society of American Archivists. Thanks to a happy accident of scheduling, this afternoon I was able to attend the meeting of the Local Government Records Section, which consistently punches well above its weight. Today's meeting focused on documentation of citizen activism in local government records and featured Mary Hansen (Archives and Records Management Division, Portland, Oregon), Christina Bryant (City Archives and Special Collections, New Orleans Public Library), Jamie Seemiller (Denver Public Library), Anne Frantilla (Seattle Municipal Archives), and John Slate (Dallas Municipal Archives). Local government records don't always get a lot of respect from researchers, the public, or -- sadly -- some archivists, and this quintet highlighted just how varied and compelling they can be. Key takeaways:

• Activism often involves some form of engagement or interaction with government, and local government records are a particularly rich source of such interactions. In addition, they contain information about local groups and local topics of concern and citizen perspectives (e.g., those of homemakers or street musicians) that might not be well documented in other collections.
• During the middle decades of the twentieth century, urban police departments created surveillance files detailing the activities of suspected communist groups, labor unions, civil rights organizations, women's groups, and other known or suspected radicals. Although many of us might find the fact of their creation objectionable (and late twentieth-century courts in many states ordered the police to stop creating such file), they are a rich source of information about activist groups.
• City council minutes are an excellent source of information about local and grassroots organizations. Members of these groups offer formal testimony at meetings, and some city councils have "open mike" times that enable any citizen who wishes to speak on any topic to do so. Council records also include citizen petitions and other materials submitted by local activists.
• Localities' efforts to manage demonstrations are documented in records created by city, town, and village councils and boards, mayors or city managers, police departments, and departments of public works. Commissions established to study the aftermath of demonstrations in which participants clashed with police or caused substantial property damage also generate significant records.
• In some instances, local government officials and local government bodies are themselves consciously activist, and their activist work is reflected in the records. Council minutes, for example, may document female members' efforts to combat discrimination against women in municipal employment.
• Evidence of activism may pop up in the unlikeliest of places. For example, records maintained by parks departments in localities that practiced de facto or de jure racial segregation may contain letters and petitions from African-Americans seeking improvements in parks situated in their neighborhoods or seeking equal access to municipal recreational facilities.
• The records of historic preservation commissions and zoning boards amply document grassroots support for and opposition to preservation efforts and land use policies.
• Some local government archivists proactively solicit donation of materials documenting activist activity -- and discover that doing so means shifting from a focus on researchers to a focus on donors that may be a bit disorienting. Such shifts require proactive efforts to secure deeds of gift and quietly cull donations in ways that avoid offending or injuring the donors. Archivists working in collecting repositories are accustomed to doing these things, but those working in government repositories may be less adept at doing so.

Update, 28 July 2016: post title changed to reflect content of post. ("Day two" is not a compelling title.)

SAA 2017: the importance of professional ethics

Dragonfly at rest, Lan Su Chinese Garden, Portland, Oregon, 26 July 2017.

Greetings from Portland, Oregon, the host city of the 2017 annual meeting of the Society of American Archivists (SAA). It's late (at least by the standards of my internal clock, which is loosely set to Eastern Daylight Time) and I'm headed to bed in a few minutes. However, I'm feeling the need to share just one thing that plenary speaker Greg Eow (Massachusetts Institute of Technology) highlighted this afternoon. It's a quote from historian Timothy Snyder's new book, On Tyranny: Twenty Lessons from the Twentieth Century, and it should be of interest to any archivist or records manager who is alarmed by recent developments in numerous nations:

Professions can create forms of ethical conversation that are impossible between a lonely individual and a distant government. If members of a profession think of themselves as groups with common interests, with norms and rules that oblige them at all times, then they can gain confidence and indeed a certain kind of power.

Eow didn't include in his presentation the two sentences that immediately follow the above quote, but they, too, warrant consideration:

Professional ethics must guide us precisely when we are told that the situation is exceptional. Then there is no such thing as "just following orders."

Good night.

Update, 28 July 2016: post title changed to reflect content of post. ("Day one" is not a compelling title.)

New York State Archives seeks an Archives and Records Management Specialist 2

If you're an archivist or records manager who relishes the thought of working with lots of records creators and appraising a wide array of records, want to work for a large yet dynamic repository, isn't afraid of running into me on fairly regular basis, and would like to live and work in the historic Hudson Valley, the New York State Archives may have a job for you:

The New York State Education Department’s State Archives is seeking candidates to fill an Archives & Records Management Specialist 2 position within the State Archives’ Government Records Services program.  The Government Records Services Program provides archives and records management assistance and support to state agencies and local governments.  Duties of this position include, but are not limited to, the following:

• Provide advice, assistance and technical support to state agencies and local governments in the management of records and recordkeeping systems;
• Develop and revise retention schedules for state agencies and local governments;
• Conduct onsite appraisals of State and local government records to determine archival value and prepare reports of evaluations; and
• Develop and present both online and onsite workshops on records management to state agencies and local governments.

MINIMUM QUALIFICATIONS: 

Reassignment:  One year of permanent competitive or 55b/c service as an Archives and Records Managements Specialist 2.

Section 52.6 Transfer:  One year of permanent competitive or 55b/c service in a title SG-16 or above deemed eligible to transfer under Section 52.6 of the Civil Service Law.

Provisional Appointment:  Candidates must have either 1) one year of permanent competitive or non-competitive 55b/c service as an Archives and Records Management Specialist 1; OR 2) 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:

1. Analyzing or appraising records and information systems to develop recordkeeping and/or records retention plans for an institution, governmental body, or corporation;
2. 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;
3. Developing or implementing guidelines, standards, policies and procedures concerning records   management and/or archives administration for an institution, governmental body, or corporation;
4. Evaluating available information technology to support recordkeeping needs and requirements of an institution, governmental body, or corporation;
5. 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.

PREFERRED QUALIFICATIONS: Special consideration will be given to candidates who possess the following qualifications:

• Demonstration of experience with core archival and records management practices including scheduling/appraisal, archival description and preservation, digital preservation and electronic records, and references services to a wide range of users including state and local government agencies, academics, educators, genealogists, local historians, and the general public. 
• Experience with records management methods and techniques, especially in a government setting.

The starting salary for this position is $54,406 and, at least according to the current salary schedule, the salary will gradually increase to $69,182 based on annual performance advances. These figures are established by a collective bargaining agreement and are non-negotiable; they may also change slightly as a result of future contract negotiations. In addition, the State of New York offers a comprehensive array of retirement, health, and other benefits.

The deadline for applying for this position is 12 April 2017. For more information and application instructions, consult the job posting. 

California State Archives is hiring a Deputy State Archivist

If you're a seasoned archivist or records manager who relishes the thought of putting your supervisory and administrative experience to good use, has at least some electronic records experience, lives or would like to live in northern California, and want to work with some great people, you may be the Golden State's next Deputy State Archivist. Details:

Department Information
The Secretary of State is seeking a full-time, permanent Staff Services Manager II [Deputy State Archivist]. Under the general direction of the Chief, Archives Division, the incumbent supervises and evaluates program activities of a staff of professional archivists, records management analysts, as well as records management staff, administrative staff, technicians, and support staff; assist in the formulation, implementation, and administration of archival and records management programs and planning; assists the Division Chief in the formulation of policy and procedures; oversees public relations and community programs; attends conferences, meetings and hearings; and work with the Division Chief to implement the mission of the Division. The position is located in downtown Sacramento, near Light Rail, K Street Mall, and other amenities.

Job Description and Duties
Administering the Division’s budget; formulates and implements Division policy and procedures; oversees public information activities that impact on the knowledge and understanding of the public affected by the programs of the Division; oversees development, implementation and promotion of automated systems that access archival information services and database; serves as security officer for the division and maintains the security manual; gathers information from staff relating to facility issues and concerns and contacts SOS-Business Services; Supervising and directing the work of archivists, records management analysts, records management staff, administrative staff, technicians and support staff; evaluating the performance of staff; reviewing monthly workload reports; directing difficult and complex historical research; recommending legislative proposals and reviewing proposed legislation relating to the Division; in the absence of the Division Chief, representing the Secretary of State at conferences, meetings, and legislative hearings on matters relating to the Division.

Special Requirements
Supplemental Questionnaire. The response to the Supplemental Questionnaire questions listed below shall be not more than two pages in length. Must be typed in Times New Roman or Arial font, 12-point, single spaced, and with margins set at one inch (1”) on each side. The response must clearly state the professional experience relevant to the Archives program area. Applications submitted without a Supplemental Questionnaire will not be considered.

1. Describe a situation in which you took a lead role to identify and resolve a conflict within your organization. 
2. Explain the essential principles and purpose of the management archival records. 
3. Describe your knowledge and experience with managing, preserving and maintaining electronic records and other items of historical significance. 
4. Share your knowledge and experience with supervising, coaching, mentoring, and directing other employees or teams. 
5. Describe the key competencies and characteristics you find most critical for a successful leader then explain how you have demonstrated these competencies in your current role.

The application deadline is 20 January 2017. The successful candidate will earn between $6,005.00 - $7,462.00 per month, and the State of California offers a comprehensive suite of employee benefits.  If you have not already taken California's Staff Services Manager II civil service examination, you must demonstrate that you have applied to do so (the exam is offered continuously) when you submit your application. The successful candidate must attain a satisfactory score on this examination. For more information and application instructions, consult the position description.

NASA seeks Chief Archivist

If you're comfortable working with paper and digital records, relish doing historical research as well as supporting the multi-faceted research of others, excel at editing draft publications, know or want to know a lot about the history of space exploration, and live or want to live in the Washington, DC area, the History Division of the U.S. National Aeronautics and Space Administration (NASA) may have a really cool job waiting for you. Please note that the application deadline is 30 December 2016 (i.e., two days following the date of this posting), that the position is open only to U.S. citizens, and that the successful candidate must pass a background check.

Summary
The Archivist position serves as the lead for policy guidance on archival issues across the agency, reporting to the Chief Historian in the History Division within the Office of Communications. Provides historical archival and technical information to the aerospace field. The archivist is responsible for managing, maintaining, and enhancing the NASA Headquarters Historical Reference, the historical reference service available to NASA personnel, NASA-sponsored historical researchers, and researchers in other agencies, universities, the media and the general public.

Comments
This position may be filled at the GS-12 or GS-13 grade level.

The full performance level for this position is GS-13.

This position is being announced in conjunction with Merit Promotion vacancy announcement number HQ17C0041 [consult this posting if you are already employed by the federal government]. Current and former Federal employees, disabled Veterans, candidates with 3 or more years of active duty military service, and candidates eligible for special hiring authorities wishing to be considered under merit promotion procedures may apply to vacancy announcement HQ17C0041. Only one position will be filled as a result of these two vacancy announcements.

Please list your General Schedule (GS) equivalency on your resume for every federal position you have held.

To receive consideration, you must submit a resume and answer NASA-specific questions. The NASA questions appear after you submit your resume and are transferred to the NASA web site. If you successfully apply, USAJOBS will show your application status as 'Received'. If your status is 'Application Status Not Available', you have not successfully applied. Do not rely on a USAJOBS email to confirm successful application. Only an email from NASA confirms a successful application.

Duties
This position serves as Senior Archivist and Technical Information Specialist responsibility for the acquisition, analysis, indexing, updating, management, accessing, and retrieval of all materials in the NASA Historical Reference Collection. Responsible for the identification, evaluation, and description of all NASA Documents, including digital records, that may have historical value.

Manages NASA's archival activities by collecting, appraising, arranging, accessioning, inventorying, recording, preserving, and archiving historical materials into the NASA Historical Reference Collection. Manages the physical and intellectual control over the holdings of the collection, ensures the coherency and optimal maintenance of the collection; ensuring ready access for researchers.

Provides expert policy guidance and recommendations on procedures relating research services, identification, analysis, evaluation, processing, description, indexing, preservation, storage, and retrieval of NASA historical documents for research and reference purposes. Collaborates with NASA Records Management officials in ensuring the historical collection, preservation, and the digital records process are in compliant with regulatory requirements, policies and procedures.

Conducts and manages comprehensive, retrospective, complex information, literature and data searches for NASA and other Federal officials, academic institutions, media, and private sector organizations, and the general public. Edits a variety of historical publications as required to include books, manuscripts, and professional journals and media articles. Represents NASA at aerospace information activities for ensuring the agency's collections and processes are in compliant and consistent with policies and procedures.

Job Requirements 

Key Requirements 

• A one-year probationary period may be required
• Applicants must possess at least a Bachelor's Degree or equivalent
• Position subject to pre-employment background investigation
• Position subject to a pre-employment drug test
• Selectee must complete a financial disclosure statement

Qualifications
Applicant must have one year of specialized experience equivalent to the next lower grade, which has equipped the applicant with the particular competencies needed to successfully perform the duties of the position described above.

Specialized experience to qualify at the GS-12 grade level for this position includes:

1. Manages the physical and intellectual control over the holdings of the agency's historical collection.
2. Recommends edits for a variety of historical communications to include publications, books, manuscripts, and professional journal/media articles.
3. Collaborates with management officials on ensuring the historical collection, preservation, and digital records are within regularity guidelines, policies and procedures.

Specialized experience to qualify at the GS-13 grade level for this position includes:

1. Manages and provides policy guidance on digital and born-digital documents of historical value.
2. Manages and provides expert policy guidance on the identification, evaluation, and description of all NASA's documents that has historical value, and serves as the Agency's authority in historical documentation matters.
3. Edits a variety of historical communications to include publications, books, manuscripts, and professional journals/media articles.

Your resume must fully support how you meet the specialized experience in order to be found qualified for this position.

The salary range for this position is $77,490.00 to $119,794.00 per year, and the federal government offers employees a comprehensive suite of benefits. For more information about this position and application instructions, consult the position posting (or, if you are already employed by the federal government, the promotional posting). And remember: the application deadline is 30 December 2016.

New York State Archives seeks an Archives and Records Management Specialist 2

If you're an archivist or records manager who has substantial technical skills and knowledge of various metadata standards, wants to work for a large yet dynamic repository, isn't afraid of collaborating with me every now and then, and would like to live and work in the historic Hudson Valley, the New York State Archives may have a job for you:

The New York State Archives is seeking to fill an Archives & Records Management Specialist (ARMS) 2 position within the Information Technology Services Unit.  The Information Technology Services Unit has responsibility for the development, integration, and support of all New York State Archives information systems.  Under the direction of an Archives and Records Management Specialist 3, duties of this position include, but are not limited to, the following:

• Participate in the evaluation, implementation and integration of standards based public access tools for archival records, including an encoded archival description based finding aid catalog, digital Collections, and name index;
• Develop web content and features;
• Support the development of the State Archives electronic records program;
• Support the integration of records management systems with archival management systems;
• Advise on the technical implementation of professional standards; and
• Work with State Archives staff and vendors to identify and implement web based solutions.

MINIMUM QUALIFICATIONS:
Reassignment:  One year of permanent competitive or 55b/c service as an Archives and Records Management Specialist 2.
§52.6 Transfer: One year of permanent competitive or 55b/c service in a title SG-16 or above deemed eligible to transfer via §52.6 of the Civil Service Law.

Provisional Appointment: Candidates must have either 1) one year of permanent competitive or non-competitive 55b/c service as an Archives and Records Management Specialist 1 OR 2) 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:

1. Analyzing or appraising records and information systems to develop recordkeeping and/or records retention plans for an institution, governmental body, or corporation;
2. 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;
3. Developing or implementing guidelines, standards, policies and procedures concerning records   management and/or archives administration for an institution, governmental body, or corporation;
4. Evaluating available information technology to support recordkeeping needs and requirements of an institution, governmental body, or corporation;
5. 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.

PERFERRED QUALIFICATIONS: Special consideration will be given to candidates who possess the following qualifications:

• Participation in the implementation/maintenance of public access tools and/or records management systems.
• Familiarity with systems designed to support access to archival records, such as ARCHON, Archivist’s Toolkit, CollectiveAccess, XTF, etc.
• Participation in the implementation/maintenance of web content.
• Knowledge and understanding of the standards used to provide access to and manage archival records including EAD, EAC and TEI.
• Experience with core archival and records management practices including scheduling/appraisal; archival description and preservation; digital preservation and electronic records; references services.
• Background on/or knowledge of emerging trends and best practices related to information technology and architecture in archival settings.
• The ability to be adaptable, flexible and collaborative in a dynamic working environment.

The starting salary for this position is $53,339 and, at least according to the current salary schedule, the salary will gradually increase to $67,827 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 deadline for applying for this position is 20 October 2016. For more information and application instructions, consult the job posting.

SAA day two: electronic records

Comb jellyfish at the Georgia Aquarium, Atlanta, Georgia, 2 August 2016.

Even though I always make it a point -- at least when I'm paying my own way -- to attend a few Society of American Archivists conference sessions that have nothing to do with my current job responsibilities, I also seek out electronic records sessions that intrigue me or push me a little past my comfort zone. I attended two such sessions this morning: session 309, "DWG, RVT, BIM: A New Kind of Alphabet Soup, with a Lot More Heartburn," and session 409, "Working Together to Manage Digital Records: A Congressional Archives Perspective."

SAA day one: diversity and inclusion

Atanta skyline, as seen from the steps of the Georgia Aquarium, Atlanta, Georgia, 2 August 2016.

 As has often been the case in recent years, I'm attending the annual meeting of the Society of American Archivists on my own dime. Doing so has some obvious drawbacks, but it does have one very real advantage: I don't feel obliged to limit myself to attending only those sessions that relate directly to my current job responsibilities. Instead, I seek out those sessions that align with my other archival interests or promise to illuminate how the profession is changing.

Today, I attended a plenary session and two program sessions that, in various ways, focused on the necessity of and challenges associated with creating institutions that are truly serve all of the communities that make up our pluralistic, stratified society and collections that reflect our varied, complex, and unequal history.

A spy in the archives

I began working on this post in May, put it aside, and figured I would get back to it once life stopped getting in my way. And now it has: I'm en route to the annual meeting of the Society of American Archivists and am three hours into a five hour flight delay. What follows is by no means earth-shattering, but at least my to-do list is one item shorter.

One of the things I love about being an archivist is talking with researchers about their interests and what they find in our records. My reference duties have brought me into contact with people who are incredibly gracious and enthusiastic, and I find their warmth and zeal contagious. At the same time, I'm always mindful that, as archival security experts frequently caution, researchers who seem eager to establish rapport and trust may have ulterior motives. Cases in point:

• Barry Landau, who stole presidential and other documents from historical societies, university libraries, and government archives on the East Coast, brought cookies to one state historical society he and his accomplice repeatedly visited and gave cupcakes to the staff of the Maryland Historical Society shortly before he and his accomplice were caught stealing documents from the facility.

• John Mark Tillman, who made a career of preying on antique dealers, museums, and archives throughout the Canadian Maritimes, was able to spirit documents out of the Dalhousie University Archives in part because he spent years winning the trust of the former chief archivist and becoming familiar with the repository's holdings and routines. Tillman was able to steal the keys to the facility's vault, duplicate them, and return them without being detected. He and his then-girlfriend entered the university library just before it closed, hid out in a women's restroom until the wee hours of the morning, and then entered the vault and stole letters written by George Washington, General James Wolfe, and other prominent people.

Landau and Tillman seem to have been driven by a mixture of greed, arrogance, and collecting impulses run amok. However, other thieves have been propelled by other drives.

In April of this year, the British Broadcasting Corporation announced that it had found in the archives of the Stasi, the intelligence and secret police agency of the former German Democratic Republic, a video recording of a speech that Harold Adrian Russell "Kim" Philby gave to Stasi officials in 1981. In it, Philby, a British double agent whose spying for the Soviets resulted in the deaths of Western agents and Central and Eastern European anticommunists, discusses his life and his work. Despite his upper-class background, Philby became a communist while at Cambridge University and was recruited by Soviet intelligence shortly afterward. After covering the Spanish Civil War for a London paper, he was hired by the Secret Intelligence Service, commonly known as MI6, and was initially charged with monitoring German espionage in Spain and Portugal.

Philby very quickly began funneling information to his Soviet handlers, and much of the information he provided came right out of the MI6 archives. How was he able to gain access to vast quantities of intelligence records without arousing suspicion? He befriended the man who was in charge of the organization's documents room:

I came to the point where, every two or three times a week, I'd meet him after office hours for drinks. He became a close friend, had full confidence [?] in me, and so I could ask for papers which had nothing to do with German espionage in Spain or Portugal, but which he would nevertheless send me as a friend whom he trusted . . . . Every evening, I left the office with a big briefcase full of reports which I had written myself, full of files taken out of the actual archives. I was to hand them to my Soviet contact in the evening. The next morning, I would get the files back, the contents having been photographed, and take them back early in the morning, and put the files back in their place. That I did regularly, year in, year out.

 (The above transcription is mine, and Philby's discussion of his relationship with this MI6 employee begins at 11:40 in this BBC Radio 4 broadcast.)

In retrospect, it seems easy to regard this records officer -- a former police officer with a serious drinking problem -- as a fool. However, Philby fooled everyone. His superiors thought him impressive, and many of his colleagues thought that he might one day become the agency's head. Moreover, as Philby's biographer has argued, MI6 traditionally regarded its operatives -- almost all of whom were recruited from the upper echelons of British society -- as being inherently trustworthy because they and their families all moved within the same social and professional circles. It wasn't until 1951, when two other MI6 agents who had been recruited by Soviet intelligence while studying at Cambridge defected to the Soviet Union, that the agency began coming to grips with the fact that having "the right sort" of background was no guarantee of loyalty. Philby, who was a close friend of both of these double agents, was rather gently investigated and forced to resign in 1955, but he was allowed to rejoin MI6 several years later. British authorities began closing in on him in earnest late 1962, but MI6 put a longtime friend in charge of the internal investigation and kept him under cursory surveillance. Philby slipped away and defected to the Soviet Union, where he lived until his death in 1988.


I am no expert on MI6's internal security procedures -- and if I were, I almost certainly wouldn't be blogging about it -- but I think it's safe to say that access to MI6's documents rooms -- and servers -- is now sharply limited and carefully scrutinized. However, even those of us who don't work in national security settings should never forget that a few of the kindly, supportive researchers we encounter are in fact seeking to exploit us and the records in our care. Records that either have intrinsic value or contain information that could be used to facilitate identity theft or other crimes abound in archives, and those of us who care for records have to ensure that our desire to be friendly and helpful never compromises our efforts to protect our collections and the restricted information found within them.

NYAC 2016: Careers in Archives

The bronze statue of Samuel de Champlain atop Plattsburgh, New York's Champlain Monument overlooks the lake that bears the explorer's name, 7 June 2016. Champlain never visited what is now Plattsburgh, but many of the area's inhabitants are descendants of the French settlers who arrived in his wake.

Whenever I attend a conference, I make it a point to attend at least one session that isn't directly relevant to my job responsibilities or my career path. It gives me the chance to put aside my preoccupations for a bit and to look at my profession from a slightly different perspective, at least for a little while, and I always find it refreshing.

When I was at the 2016 meeting of the New York Archives Conference in Plattsburgh, last Friday, I attended "Careers in Archives: The Ins and Outs," which focused on the varied career paths within archives and brought together five experienced archivists and allied professionals who have taken on archival responsibilities:

• Jane Subramanian, SUNY Potsdam (emerita) 
• John Thomas, Jefferson Community College 
• Susannah Fout, Lake Placid Olympic Museum 
• Anastasia Pratt, SUNY Empire State College and Clinton County Historian 
• Susan Hughes, American Pomeroy Historic Genealogical Association 

The session was aimed at graduate students and new professionals, but I found it quite useful from the perspective of a mid-career archivist who regularly works with interns, dispenses the odd bit of career advice to graduate students, and who occasionally sits on a hiring committee. If you're new to the field or come into contact with people who are just finding their professional footing, I'll think you'll find the points that the panelists made extremely interesting. In the interest of brevity, I've organized them thematically.

Securing one's first professional job

• An MLS/MIS degree from an American Library Association-accredited school remains the gold standard. If you want a job in a specialized library, specialized coursework is a good idea. However, if you insinuate yourself into an institution or find yourself taking on archival work without having had formal training, you can now pursue an MLS/MIS online. 
• If you're committed to working in a given institution or a given region, you might have to take a related job and bide your time. One panelist who wanted to work with an archives/local history collection took a librarian position within the same institution, waited until the archives/local history librarian retired, and then approached the library director about transferring into the position. 
• There are a lot of small museums, historical societies, and libraries out there, and there's a very good chance that you will be employed by such an institution at some point in your career. 
• Do not limit yourself to archives-specific or library-specific jobs; archival skills translate very well to registrar and collections manager positions. 
• You need to know how historians do research. If you can fit a historical research methods course into your schedule, by all means do so. 
• If you're interested in working in a corporate archives, look for job postings on their websites, the American Association of State and Local History website (especially for internship positions), and www.indeed.com as well as archives-specific listservs and websites. News of openings is sometimes spread by word of mouth, so network with board members if you can. Private businesses hire staff more quickly than non-profits, so proactively submitting a resume never hurts. 
• A number of organizations provide grants to local governments and historical records repositories, and working as a short-term consultant or project archivist is one way to get your foot in the door; however, you should be aware that consulting work, in particular, has serious income tax implications. Contact grant funders and ask if they maintain a list of consultants. Watch their websites for news of awards and contact recipients as soon as announcements are made; recipients often don't hire a consultant until after they have received a grant and may need to get their project started quickly. 
• Familiarize yourself with the organization to which you're applying; look at its website and its finding aids. Hiring committees can tell if you haven't done your homework. 
• Have someone else proofread your resume or curriculum vitae; most of the panelists indicated that they have seen resumes that contained multiple errors – and promptly discarded them. 
• If asked to submit a resume, do not send a curriculum vitae – and vice versa. 
• Your cover letter is your chance to distinguish yourself from all the other candidates. Be sure that it addresses all of the main points in the job posting. Again, have someone else proofread it. 
• Search committees are not looking for people who know everything. They are looking for people who know what they do know, what they don't know, and have some ideas about how they're going to learn what they don't know. (This is such an important point. The archival learning curve is infinite, and I would be deeply wary about hiring anyone who seemed convinced that s/he already knew all s/he needed to know.) 
• A job interview is a two-way process. At the same time it gives your prospective employer a chance to evaluate you, it gives you the chance to evaluate your prospective employer. (Having heard my fair share of horror stories, I offer the following advice: if you walk out of an interview with the sense that your prospective employer is dysfunctional, think very, very carefully before accepting a job offer!) 
• Walking out of an interview wishing you had said X is a very common experience. A post-interview thank you letter allows you to say it. 

Succeeding in one's first (or second, or third . . . ) professional job

• If you are working in a smaller organization, be prepared to wear many hats. In smaller institutions, the roles of curator, registrar, and archivist are often rolled into one. You may also have fundraising, research, publicity, social media, tourism promotion, and ticket sales responsibilities. You will almost certainly have at least some IT responsibilities. In academic settings, you may have both library and archival responsibilities. 
• Being pulled in multiple directions can be frustrating, but it can also enable you to learn new skills and make valuable contacts. One panelist who held a joint library/archives appointment found that the extensive faculty contacts she developed in her capacity as a librarian proved very handy when she decided she wanted to start an archives instruction program for undergraduates. 
• Seek ways to make your collections more visible and accessible. Space is always limited and administrators are always looking to ensure that it is used as effectively as possible, so you want to be sure that your collections are being used. 
• Making connections and pointing people to resources held by other repositories will be an essential component of your job. Depending upon your repository's collecting scope and researcher community, you may need to acquaint yourself with the staff and the holdings of repositories not only in your region but also in other states or nations. 
• Continuing education is a must. Certificate of advanced study programs, online and in-person professional development workshops, and professional conferences will help you maintain and expand your knowledge and skills and make essential professional connections. 
• If you are your employer's first professional archivist, tackling an extensive processing backlog may be your first assignment. You'll need to be able to figure out how to establish appropriate legal and intellectual control over your holdings – and to do so without a lot of staff or money. Solid organizational skills are a must. 
• Prepare to steel yourself against poor-quality or out-of-scope donations – and to train colleagues and volunteers to do the same. 
• Don't be satisfied with your collections as they are. Know what you don't have, and be prepared to do the work needed to expand your holdings. 
• It's 2016. Even lone arrangers working in small organizations have electronic records in their holdings now. Be prepared to care for them.

NYAC 2016: More Than the 40-Hour Work Week

Lake Champlain and the Green Mountains of Vermont as seen from the window at the end of the fourth-floor hallway of my Plattsburgh, New York hotel, 9 June 2016. Thanks to a zoom lens and some judicious cropping, you can't see most of the sprawl that surrounded my hotel or the windowpane condensation that affected a substantial portion of the view. When I got to the hotel, I was initially disappointed to find that my room window offered a commanding view of an access road and that the hallway window was badly fogged. However, the view from the hallway was in many respects akin to archival research: if you take imperfection as a given and deal with it creatively, you can find a lot of interesting and worthwhile things.

In a former life, I was a graduate student interested the historical intersections of labor, gender, medicine, and public policy. Then I became an electronic records archivist . . . who is still interested in the historical intersections of labor, gender, medicine, and public policy. How could I resist the very first session listed in the 2016 New York Archives Conference program -- "More Than the 40-Hour Work Week: A New Look at Labor Records"? I was not disappointed: all three presentations concerned lightly used records that contain a wealth of information of interest to historians of labor. In the process, they highlighted several topics that cry out for scholarly attention.

My colleague Emily Allen focused on the records of the New York State Public Employment Relations Board (PERB), which administers the Taylor Law, which gives state and local government employees to unionize. PERB settles questions of union representation, provides mediation, fact-finding, and arbitration services in public employee contract disputes, and hears charges of improper practices by public employers, employees, and employee organizations. The New York State Archives holds thirteen series of investigation and case files created by PERB, but scholars have not made extensive use of them, in part because PERB's records are hard to access. PERB's website contains indexes to interest arbitration award case files (1974-2016) and PERB board decisions (1974-2014), and Westlaw's National Employee Reporter database indexes numerous case files, but those who lack a Westlaw subscription must consult multiple sections of the board's 48-volume Official Decisions, Opinions, and Related Matters in order to identify relevant case numbers and then ask the State Archives whether it holds the corresponding case files.

The State Archives is trying to determine how to streamline this process and encourage use of PERB's records, which contain some fascinating files:

• In the early 1970s, inmates who were paid nominal wages to work in various state prison facilities repeatedly asserted that they were public employees and thus had the right to unionize. State courts ultimately ruled that prisoners were not covered by the Taylor Law, but such cases ought to be interest to historians interested in not only in prison labor and prisoners' rights movements but also in the historical evolution of the concepts of "employment," "employee," and "public employee."
• In the mid-1970s, the New York City Department of Education attempted reduce the impact of the city's fiscal crisis on its operations by eliminating teachers' contractually mandated sabbaticals. The teachers' union appealed to PERB, and state courts ultimately determined that the department either had to honor the existing contract's sabbatical provisions or reach some sort of negotiated agreement with the union. Historians aren't used to thinking of sabbaticals as a condition of employment of importance to workers, but this case reveals that, at least in some instances, they were. 

Jodi Boyle of the University at Albany, SUNY discussed several significant collections that document both worker and retiree activism and the manner in which researchers seem content to overlook significant aspects of historical figures' lives and work and significant issues that affect workers as they grow older and leave the workforce:

• Helen Quirini was a Schenectady, New York employee of General Electric who for over three decades held leadership positions in the unions that represented GE workers and for almost three decades agitated for improved benefits for GE retirees and for older people generally. Quirini's papers amply document both phases of her GE activism, but historians and graduate students gravitate toward the first half of her activist career. 
• Eugene Link was a founding member of United University Professions, the union that represents State University of New York faculty and was active in its retirees organization, but scholars have devoted little attention to his retiree activism -- even though relations between the union and its retiree organization were at times extremely strained. 
• The Civil Service Employees Association, New York's public employee union, has transferred many of its older records but few of its retiree records. It has transferred some of its retiree newsletters, but researchers don't seem interested in them.

Boyle then outlined how archivists might nudge scholars into taking an interest in retiree records, among them:

• Being more persuasive with teaching faculty.
• Actively collecting retirement records and making sure that prospective donors are aware of their value.
• Resisting the temptation to glamorize strike activity and women's rights and stressing the importance of retirement issues in shaping workers' lives.
• Making retirement records readily accessible. 

Barb Morley of Cornell University's Kheel Center detailed how digitization might affect use of Kheel's large collection of collective bargaining agreements, which consists of approximately 350 cubic feet of paper records and approximately 2,000 PDF files. Kheel receives most of these employer-union contracts from the United States Department of Labor's Office of Labor-Management Standards; it also receives contracts from PERB. Unfortunately, the Office of Labor-Management Standards organizes the contracts it collects in ways that makes them difficult to access; some are organized by company name, some by industry, and some by Department of Labor industry code number. As a result, the paper files have been consulted only 120 times during the past ten years. However, the 2,000 PDF files that Kheel has received from the Department of Labor are readily accessible via Kheel's website and have been downloaded 380,000 times over the past six years. Kheel got a grant to digitize an additional 1,600 agreements covering retail and education workers and create enhanced metadata, and these files are also accessible online.

Morley then outlined some potential new avenues of research afforded by these readily searchable, data-mineable digital surrogates:

• Integration of minorities and immigrant groups into the workforce as revealed by protections relating to clothing preferences, prayer times, language use, work hours, and specific holidays.
• The impact of natural disasters, social crises, or terrorism on conditions of employment in schools (e.g., classroom size, numbers of teaching aides, special safety plans and training, building spaces, and water and food safety).
• Social integration of LGBTIQ employees as revealed by definitions of "family member" in contract provisions relating to family and bereavement leave, family insurance coverage, and bathroom and locker room specifications.
• The impact of technology, trade agreements, and tariffs on conditions of employment and on labor unions as a whole.

During the discussion that followed and one-on-one conversations with the presenters, my fellow attendees and I identified a number of topics that historians in particular have yet to explore:

The history of older Americans' activism on their own behalf. Scholars have examined the old age pensions movement and the Social Security program that resulted from it, but they have traditionally viewed them in light of the Great Depression and the New Deal. One historian has examined the Gray Panthers movement, but scholarly histories of the American Association of Retired Persons (AARP) and other advocacy organizations and of the pension activism of Quirini and others seems to have been given short shrift -- in part, perhaps, because we unconsciously see older Americans as being the pitiable objects, not the engaged agents, of social reform. As far as I can tell, AARP has yet to donate its organizational records to an archives, but a cursory Google search for "american association of retired persons" and "special collections" reveals that records of several chapters and papers of many activists have made their way into repositories.

Relationships between unions and their retiree organizations. Most unions have such organizations, and the nature of the relationship varies from union to union. Studying a given union's relationship with its retiree group will likely shed interesting light on its inner workings. Moreover, as Jodi Boyle noted, relations between unions and their retiree groups have at times been less than tranquil. Examining how active and retired members' views converged and diverged might help to illuminate how workers' perceptions and priorities shift as a result of broad political shifts and structural economic changes. 

Public employee unionism generally. Although some excellent local studies have been done, no one seems to be looking at the rise of public employee unionism as a whole. In my opinion, there are five reasons for this.

• Public employee unionism is a relatively recent phenomenon. Unlike the craft unions of the old American Federation of Labor, many of which were established in the 19th century, and the industrial unions of the Congress of Industrial Organizations, which won stunning successes during the New Deal era, most unionized public employees won the right to bargain collectively during the last third of the 20th century. 
• Those of us who study the history of labor tend to focus on dramatic conflict and working-class resistance, but demonstrations and strikes mounted by public employees have rarely engendered mass violence. In addition, public employee strike activity is relatively rare; New York  and many other states that recognize the right of public employees to unionize also bar them from striking. 
• Public employees span just about every category imaginable -- race/ethnicity, gender, educational attainment, economic status, job responsibilities -- and the image that comes to mind the word "worker" is uttered is -- despite several decades of "the new labor history" -- all too often that of a white, male industrial worker.
• Public employee union activity is heavily shaped by state law, and looking at public employee unionism as a broad movement means diving into a lot of legal minutiae.
• The American labor movement has taken a beating in recent decades. Although public employee unions in a number of states have recently suffered serious setbacks, they are, as a whole, faring better than their private sector counterparts. Studying the emergence of public employee unionism forces one to come to terms with today's dismal state of affairs.

At any rate, it's high time for more in-depth studies of individual public employees unions and the employee associations out of which many of them grew, of broader analyses of the role public employees and their unions have played in the American labor movement as a whole, and of the working lives of public employees -- unionized or not. Many repositories hold records created by public employees and oral histories, personal papers, and other materials documenting the lives and work of public employees.

New York State Archives seeks an Archives & Records Management Specialist 2

Are you an archivist or records manager who has solid practical and theoretical knowledge of website development, archival collections management systems, and standards such as Encoded Archival Description and Text Encoding Initiative? Do you want to work with dedicated, talented people? Does the thought of living in the beautiful and historic Hudson River Valley appeal to you? If you answered "yes" to all of these questions, my employer would very much like to hear from you.

As noted below, the application deadline is 22 April 2016. And here's the position announcement in its entirety:

The New York State Archives is seeking to fill an Archives & Records Management Specialist (ARMS) 2 position within the Information Technology Services Unit. The Information Technology Services Unit has responsibility for the development, integration, and support of all New York State Archives information systems. Under the direction of an Archives and Records Management Specialist 3, duties of this position include, but are not limited to, the following:

• Participate in the evaluation, implementation and integration of standards based public access tools for archival records, including an EAD based finding aid catalog, Digital Collections, and name index; 
• Develop web content and features including tools for using historical records in the classroom; 
• Support the development of the State Archives electronic records program; 
• Support the integration of records management systems with archival management systems; 
• Advise on the technical implementation of professional standards; and 
• Work with State Archives staff and vendors to identify and implement web based solutions.

MINIMUM QUALIFICATIONS: For permanent appointment 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. 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.

PERFERRED QUALIFICATIONS: Special consideration will be given to candidates who possess the following qualifications:

• Participation in the implementation/maintenance of public access tools and/or records management systems. Familiarity with systems designed to support access to archival records, such as ARCHON, Archivist’s Toolkit, CollectiveAccess, XTF, etc. 
• Participation in the implementation/maintenance of web content.  
• Knowledge and understanding of the standards used to provide access to and manage archival records including EAD, EAC and TEI. Familiarity with XML, XSL and XLST. 
• Demonstration of experience with core archival and records management practices including scheduling/appraisal; archival description and preservation; digital preservation and electronic records; references services to a wide range of users including state and local government agencies. Academics, educators, genealogists, local historians, and the general public.

CONDITIONS OF EMPLOYMENT: This will be a permanent or provisional appointment. Promotions and transfers may change appointees’ negotiating unit. Applications should be aware that changes in negotiating units may affect their salary, insurance, and other benefits.

*[Starting salary: $52,293] Leads to a salary of $66,494 based on annual performance advances.

APPLICATION: Qualified candidates should send a resume and letter of interest by April 22, 2016 to ocejobs[at]nysed.gov (email submissions are preferred). You must include the Box number (OCE-960/26221) of the position in the subject line of your email and/or cover letter to ensure receipt of your application.

Please note:

• The salary is established by a collective bargaining agreement and is non-negotiable.
• The State of New York offers a comprehensive package of health insurance, retirement, and other benefits. 

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.

Reference

• 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.

Experience
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.

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:

• submit a State of Alabama Job Application form to State Personnel by the COB on Friday, February 26, 2016. 
• Find the class code for the position above or at http://www.personnel.alabama.gov/Documents/Announcements/101276_A.pdf)
• Complete the State of Alabama Application form available at http://www.personnel.alabama.gov/Downloads/StateApp.pdf
• Application process questions may be answered at  http://www.personnel.alabama.gov/Downloads/OESHelpDoc.pdf)
• In addition to submitting the state application form, please send a resume to the address below. The cover letter should include availability details and any salary requirements.

Becky Hébert
becky.hebert[at]archives.alabama.gov
Alabama Department of Archives and History
PO Box 300100
Montgomery, AL 36130-0100

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.