Tag Archives: International archives

Job: Records Management Consultant

7.18.17 –  Records Management Consultant
WIPO Headquarters Geneva, Switzerland

Name of unit/sector: Records and Archives Section, Conference and General Services Division
Expected duration of assignment: 5 months full-time equivalent (Possibility of extension to be determined)

Open until 20 July 2017

1. Objective of the assignment

The Records Management Consultant will work with the Records and Archives Section (RAS), Conference and General Services Division, and the IT Enterprise Architecture Division (EAD) to strengthen the management of records and archives at WIPO in the context of an ongoing project to implement an Enterprise Content Management (ECM) system using the OpenText Content Suite. The Consultant will support the development and adoption by WIPO business units of good records management (RM) practices consistent with business needs and with a strengthened internal regulatory framework for records and archives management.

The Consultant will also support RM-related communication linked to the ECM project, and will assist RAS, EAD and the project team in consultations on relevant issues with the ECM external implementing partner.

2. Responsibilities

Under the supervision of Records and Archives Section, review existing and proposed elements of the RM framework for consistency with best practice standards and with WIPO’s business needs; identify gaps and propose solutions.

Support a smooth transition to records and archives management in the OpenText ECM environment by assisting WIPO business units to develop their filing plans; to improve the management of their own records and archives; to understand the use of the OpenText ECM system for records lifecycle management; and to implement records retention schedules.

3. Deliverables/services

Deliverables and services will be provided in three overlapping phases.

Phase 1 – RM framework

a. Review of the following elements of the RM framework for consistency with best practice standards, with WIPO’s business needs, and ECM integration; identify gaps and propose solutions:
• The updated WIPO Records and Archives Policy
• WIPO RM Classification Scheme
• Consolidated Records Retention Schedule
• FAQs and practical guidance for publication on the Intranet

Phase 2 – ECM “subprojects” 

For each business unit involved in the first three ECM subprojects (i.e. those scheduled for roll-out in 2017), the Consultant will:

a. Assist  managers and records administrators to modify their filing plans consistent with business needs and with WIPO’s overall RM Classification scheme;

b. Mentor managers and records administrators on the practical application of lifecycle records management, including:
i) File new records correctly and consistently using the unit’s filing plan;
ii) Identify any business-specific classifications for inclusion in the RM Classification;
iii) Identify business-specific metadata to be added at the filing plan folder level or to individual records;
iv) Inventory existing business unit information holdings:
• identify records as distinct from non-record information;
• note security and handling requirements;
• verify the accuracy of document types listed in the unit’s records retention schedule and the inventory of items transferred by the unit to archives;
• identify records to be migrated to the OpenText Content Server;
v) Implement disposition actions, including the “Sort” action, before migration;
vi) Recommend modifications to existing records retention schedules, if needed;
vii) Monitor and report on activities, and document observations;
viii) Identify opportunities to save costs; simplify and enhance processes, systems and documentation; and recommend changes; and
ix) Identify legal, regulatory, information security, records management or software issues requiring resolution, and refer for advice or action as needed.

Phase 3 – Preparation for Organization-wide roll-out of ECM records management capabilities 

a. Recommend changes in resource levels, if any, on the basis of documented observations, monitoring reports and experience gained in subprojects 1 through 3;
b. (Time permitting) assist selected managers and records administrators to modify existing filing plans consistent with business needs and the RM Classification scheme.

4. Reporting 

The ICS Contractor will report to the Head, Archive Unit, Records and Archives Section under the overall management of the Acting Director, Conference and General Services Division, and will liaise closely with the ECM project team in EAD.


5. Profile (e.g. area of specialization/expertise, specific knowledge/skills/experience)

Essential:
a. University degree in a relevant discipline
b. At least 6 years of relevant professional experience as a records manager or archivist in an electronic environment;
c. Knowledge of the OpenText Content Suite or similar ECM systems; and
d. Ability to communicate fluently in English.

Strongly Desirable:

a. Ability to communicate fluently in French;
b. Experience performing a similar role on an ECM project;
c. Experience of developing and implementing records and archives management best practices in an organization.

6. Duration of contract and payment

We expect the deliverables and services, as listed in 3, above, to be completed within 5 months (by end 2017) in line with the projected delivery of the first three ECM sub-projects by the external implementation contractor.  The possibility of extending the contract will be reviewed after 3 months.

Payment will be effected on a Time Material basis with a monthly time sheet.

Applicants are requested to provide an indication of their remuneration expectations in Swiss francs.

ICS contractors fall outside the coverage of employment contracts for WIPO Staff members and are not subject to the WIPO Staff Regulations and Rules. The contractor has no entitlement to vacation or sick leave, except for WIPO official holidays, or to medical insurance or staff pension. Absences from work will be deducted from the contractor’s payment on a pro-rated basis.

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Job: Records and Archives Expert

7.13.17 –  Records and Archives Expert
Bank for International Settlements, Basel, Switzerland

Purpose of the job:

We are looking for a Records and Archives Expert to manage the Bank’s physical archives and digital records in accordance with the applicable document and information management regulations and objectives. The successful candidate will ensure that the Bank’s historically valuable documents and current records are preserved and organised to the highest standards possible. This requires the conceptual development, implementation and maintenance of an efficient and secure electronic archiving environment, including long-term preservation and disposal, within the framework of the Bank’s existing information management systems. The role also responds to internal requests and oversees the provision of an external research service.

Qualifications and skills:

  • We are looking forward to meeting candidates with university degree in records management or archiving, in information management, or an equivalent professional qualification.
  • The ideal candidate has experience in managing archives repositories, with proven track record working with born-digital or digitised materials. He/she has a qualification in project management, business process analysis and specifically in electronic records management and archiving system. Experience working with external researchers is desirable.
  • He/she is an excellent team player, with good communication and interpersonal skills; is able to work independently to tight deadlines; is a self-starter; has absolute discretion in treating confidential and restricted information; has strong customer orientation and strong analytical skills; has a  hands-on, practical approach; is prepared to work occasional overtime if required; has a good understanding of specific records and archives management issues, including internal and external user research requirements; has a knowledge of relevant international standards and familiarity with electronic document and records management systems (EDRMS) and cataloguing tools.
  • The successful candidate is proficient in English. Additional knowledge of German and/or French is a plus.

Work experience:

At last five years of relevant job experience in electronic records management and managing physical archives.

The BIS’s head office is located in Basel, Switzerland, with representative offices in Hong Kong SAR and Mexico City. We are able to recruit globally, regardless of nationality, and offer competitive employment packages. The BIS employs staff on both open-ended and fixed-term contracts. However, all new entrants are initially recruited on a fixed-term basis. The BIS is fully committed to equal opportunity employment and strives for diversity among its staff. We encourage applications from female candidates.

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Internship: Traineeships in the Information Management Division

6.5.17 –  Traineeships in the Information Management Division
ECB (European Central Bank), Frankfurt, Germany

Sarah P’s comments:  Note that deadline is in 2 days…just received word on this one. Also note this position is restricted to: nationals of the Member States of the European Union.

 

Reference: 2017-140-TRA
Closing Date for Applications: Wed, 7 Jun 2017
Functional area: Secretariat
Function: The Directorate General Secretariat of the European Central Bank (ECB) is seeking applications from recent graduates in librarianship, archives and/or records management to participate in a traineeship in its Information Management Services Division (IMS) for an initial period of up to six months.
IMS is responsible for the following tasks:

  • developing, maintaining and guiding the implementation of information management policies and procedures, and providing records management services, including in the area of data protection;
  • managing the ECB’s physical and electronic archives and arranging for the disclosure of archived information when required, as well as the disposal of information in accordance with the ECB’s information retention policy;
  • managing the ECB library and providing staff with print and electronic publications and information services;
  • supporting the further development of enterprise content management and coordinating the selection of systems and tools for: (i) the archives and library, (ii) collaboration, and (iii) document and records management;
  • providing related practical training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks, the European Systemic Risk Board and the Single Supervisory Mechanism.

The Division is divided into four teams: Archives, Library, Information Management Policy and Records Management, and Information Management Solutions.
As a Trainee, you will contribute to a selection of the following tasks carried out by the Library, Archives, and Information Management Policy and Records Management teams, according to your expertise:

  • assisting in developing and updating the ECB’s information management policies, procedures and guidelines;
  • streamlining and raising awareness of staff guidance material in order to encourage adherence to the ECB’s information management policies and procedures;
  • compiling an inventory of the ECB’s information-holding systems and helping to assess their compliance with the ECB’s information management policies and procedures;
  • quantitative and qualitative monitoring and reporting on information management practices;
  • arranging and describing archival or library holdings (including audio-visual material) according to recognised standards;
  • acquiring and appraising archives’ material to meet business needs;
  • assisting in carrying out sensitivity reviews of archival records;
  • specifying and/or testing functional requirements for records management and electronic archives management;
  • providing reference services at the Library Welcome Desk using print and electronic resources;
  • supporting the development of tailor-made information services to meet business and research needs through the scanning of literature and the use of news monitoring services, online databases, etc.;
  • contributing to the Division’s information management projects, for example: digital archiving and preservation, digitisation of media assets, implementation of retention, mobile reading.
Qualifications and experience: You will bring to the role:

  • a bachelor’s level qualification in librarianship, information, archives and/or records management or, if your first degree is not in this field, a postgraduate diploma, master’s or higher degree ̶ or enrolment in such postgraduate studies ̶ in any of these subjects;
  • an advanced command of English;
  • a moderate command of at least one other official language of the EU;
  • a working knowledge of MS Office, such as Word, Excel and PowerPoint;
  • ideally, knowledge of document management systems, such as OpenText Livelink;
  • ideally, knowledge of library management systems, such as Ex Libris Alma.
Competencies: You will also bring with you, your ability to: communicate effectively, understand customer needs and provide user-friendly services, work as part of a team, take initiative and innovate, analyse information and organise your own work.

Further Information: Traineeship of six months, with the possibility of an extension to up to 12 months in total in the same business area or elsewhere within the Directorate General Secretariat.
The offices are modern and well equipped, but you will have to share office space.
Some tasks are physically demanding and you may have to work in conditions typical for book and record storage areas, particularly when processing and retrieving material from basements or locations at some distance from the offices.

How to apply: Applications are to be made in English and submitted using our online application form. An “Applicants’ Guide” can be downloaded from our recruitment pages.

The recruitment process may include a pre-screening exercise and a telephone interview.

Before applying, applicants should check that they meet the conditions set out in Article 4 of the rules governing the traineeship programme:
https://www.ecb.europa.eu/careers/what-we-offer/traineeship/html/index.en.html

Further information on the ECB’s traineeships can be found via the above link.

Applicants are accepted from nationals of the Member States of the European Union.

The requirements laid down in the vacancy notice must be met by the closing date for applications.

This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.

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Job: Head of Digital

5.9.17 –  Head of Digital
Chester Beatty Library, Dublin Castle, Dublin, Ireland

 

The Chester Beatty Library is one of Ireland’s national cultural institutions. It contains a world famous collection of manuscripts, prints, miniature paintings, early printed books and objets d’art from countries across Asia, the Middle East, North Africa and Europe. The Collection is principally focused on the written word and its associated painted and printed images.

Summary Job Purpose

The new position of Head of Digital is a key leadership position and provides an exciting opportunity for an experienced and creative professional to lead the digital department in the Library and to shape the way in which the Library reaches and engages its audiences via digital platforms within the Library and beyond its walls.

Reporting to the Director and a member of the Senior Management Team, the Head of Digital will supervise a team comprising of the Digital Curator, Photographic Services Assistant and two Digital Photographers. In association with these colleagues and the Library’s ICT Manager, Registrar and the Collections team, the Head of Digital will be ultimately responsible for the future digital direction and strategy of the Library, the creation of digital content and the development and management of this content to facilitate access to collections, increase online user numbers, and promote the Library’s aims, objectives and mission.

Application Instructions

To apply, interested candidates should submit a cover letter expressing interest in the position and outlining relevant experience, together with a complete curriculum vitae and the names and contact information (mail, e-mail and telephone numbers) of three professional references to: Mary Corless Human Resources Manager Chester Beatty Library Dublin Castle Dublin 2 Ireland Or by email to: personnel@cbl.ie with “Head of Digital” in the subject line

Closing date for receipt of applications is Friday 9 June 2017

Interviews will take place at the Chester Beatty Library on Monday 3 July 2017

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Internship: United Nations and UNCITRAL

3.29.17-  Library Internships
The United Nations Library in Vienna and the UNCITRAL Law Library, Vienna, Austria

The deadline for applying has been extended to April 6, 2017.

The United Nations Library in Vienna and the UNCITRAL Law Library would like to invite students and recent graduates of Library and Information Science programs to submit an application through the UN Careers website (https://careers.un.org/lbw/Home.aspx).

The UNOV Library provides full library and information services to the staff of the United Nations units and Permanent Missions in Vienna.  The collection focuses on issues related to drugs and crime, outer space affairs, as well as translation and interpretation. We also house an extensive collection of UN official documents and publications. More information is available at: http://www.unvienna.org/unov/library.html

The UNCITRAL Law Library serves the Secretariat and delegates of the United Nations Commission on International Trade Law. It houses one of the largest multi-lingual trade law collections in Europe. More information is available at: http://www.uncitral.org/uncitral/publications/library.html

For both libraries, intern duties include assisting with reference and client services, collections maintenance, cataloguing and digitization projects.  Interns are required to have an excellent command of written and spoken English.  Working knowledge of other UN languages would be considered an asset.  In addition, experience or course work related to reference, cataloguing and/or special libraries is desirable. For the UNCITRAL Law Library, experience with legal materials or course work in law would be considered an asset.

Please note that the United Nations does not remunerate interns in any way. Costs and arrangements for travel, accommodation and living expenses are the responsibility of the interns or their sponsoring institutions. The minimum duration of an internship is 2 months.

Interested candidates can find the internship opportunity posted on the UN Careers website at:

https://careers.un.org/lbw/jobdetail.aspx?id=75976

Kind regards,
Giovanna Gossage
Chief Librarian, United Nations Library Vienna
Vienna International Centre

 

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Job: Digital Preservation Process Administrator (2)

3.29.17 –  Digital Preservation Process Administrator (2 jobs)
Archives New Zealand, Wellington, New Zealand

Sarah P’s comments:  The deadline is in 2 days: March 31, 2107 (5 pm NZ time). Sorry, I was away traveling but wanted to post ASAP because there are two positions. Not sure what is happening but New Zealand but this is the third job listed in one year. That may not sound like much but is definitely a new trend and a chance to live in a fab country…

Type: Permanent (Two Positions available)

Hours: Full time

Location: Wellington

Business Group: Archives New Zealand

Branch: Information and Knowledge Services

Salary: $65,124 – $88,109

  • Preserve the digital memory of government
  • Administer the government digital archive
  • Build relationships in an evolving field
  • Working at the Department of Internal Affairs, you’ll have the opportunity to make a real difference in the lives of New Zealanders.

Working with a small team your role will be critical in supporting the smooth transfer of digital information into the government digital archive and ensuring it is available for future generations.  Specifically, you will:

–        Manage business configuration settings for the digital preservation system

–        Manage the preservation system content according to business needs

–        Build and maintain relationships with relevant stakeholders to further the effectiveness of the government digital archive

To succeed you must have:

–        Knowledge of digital preservation theory and best practice

–        Basic knowledge of scripting languages

–        Experience in maintaining and administering a major digital assets repository

–        Ability to communicate complex technical ideas in simple language

There are two positions available.  We welcome applications from people who are skilled and experienced in digital preservation, and those who have a basic knowledge in digital preservation and are looking for the opportunity to expand their skills.

If you want to join a team of smart, committed people who do some fairly spectacular work for New Zealand – then make sure you get in touch.

Applications close: 5PM, Friday 31 March 2017; NZ time

For more information please contact: Mike Chapman on mike.chapman@dia.govt.nz  or 027 570 2239

 

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Internships: Archivists (2)

2.2.17 – Archives Interns
The International Federation of Red Cross and Red Crescent Societies (IFRC), Geneva, Switzerland

Date of issue:02-02-2017

Closing date (Geneva time zone):16-02-2017
Duration:3 months each position

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 190 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

Organizational Context

Archives contribute to the organization in three main ways. They foster and facilitate: 1. Organizational Memory: as evidence of past actions, the archives can help to avoid duplication of effort by acting as sources of information on key issues or problems that the Federation faces again and again. 2. Historical Research: the archives are everyday business records that have been preserved, so they can give a researcher a closer look at the way the Federation operated in the past than any other source. 3. Accountability: the archives can be checked to ensure that the activities and responsibilities that have been entrusted to the Federation have been carried out as effectively as possible.

Job Purpose

The Federation is looking to hire two archival studies students for 13 weeks to work on archival arrangement and description projects. The projects will be suitable for students going into the second year of archives studies. The students must be able to read French, as some of the records are only in French. The students will have to work fairly independently, and often with limited supervision.

Job Duties and Responsibilities

– Appraise (in consultation with supervisor) records in storage to determine which should be transferred to the Archives.
– Arrange and describe the records, and enter the descriptions into a database.
– Assess the physical condition of the records and identify those requiring conservation treatment.
– Re-box and re-file the records.

Education

Completion of first year of archival studies.

Experience

Knowledge, skills and languages

Must be able to read French. Ability to speak French is useful but is not essential.

Competencies and values

Accountability Professionalism Teamwork Communication Innovation

Comments

Successful candidates could start April 24th or May 1st.

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