Records Management Consultant, Request for Proposals 

Canadian Research Knowledge Network

Introduction
The Canadian Research Knowledge Network (CRKN) is inviting proposals for a records management consultant to review its existing information management practices and to develop a records management process and implementation plan which incorporates best practices. The project would encompass CRKN’s corporate records (board and committee documents, license agreements and contracts, policies and procedures, employee and payroll records, financial records, email and email archives, and project files). While the majority of CRKN’s records are electronic and predominantly in Microsoft Office (Word, Excel, Outlook, PowerPoint) and PDF formats, there is a small assortment of paper documents, historical and ancillary records to be considered at both of CRKN’s Ottawa offices. CRKN employs a variety of file storage and collaboration tools. The successful proponent will make recommendations on best practice for storage and retention of active and final documents and files.

In 2018, CRKN merged with Canadiana.org to create a combined organization that expanded strategic opportunities and broadened our stakeholder community. As a result of the combination, CRKN houses the corporate records of Canadiana.org. The consultant will review and make recommendations on maintenance and/or disposal of those historical corporate documents.

CRKN staff will work collaboratively with the selected consultant in the planning, engagement, and analysis, and will look to the consultant for input and feedback to ensure a successful outcome. The selected consultant will be required to sign a non-disclosure agreement with CRKN prior to undertaking the project.

Scope of Work
• In collaboration with the CRKN management team and with CRKN staff as appropriate, review CRKN’s existing information management practices. Management will provide a high-level introduction to the vital records the organization possesses, their current and long-term utility, and identified records management pain points.
• Identify where sensitive current and historic corporate records are being maintained (access-restricted Windows servers, email servers, OneDrive/SharePoint, Google Docs and individual user files). Recommend a best practice which CRKN staff should implement for maintaining sensitive corporate records.
• CRKN uses several collaboration tools including Slack, Trello, Microsoft Teams, SharePoint, Google Docs, and GoToMeeting. Recommend best practices for utilizing (or not) these tools and understanding the implications of AI services (such as the automatic transcription of meetings recorded on GoToMeeting).
• Identify key documents, publications and artefacts that should be safely archived in order that future historians, library, information and archive researchers and other interested parties can carry out research on the development of CRKN, including Canadiana.org (i.e. its history, structure and functions).
• Review CRKN’s existing records storage and access management practices to ensure records are protected from damage, loss, or unauthorized access.

Deliverables

• A records management guide for CRKN based on best practices and organizational needs, including:
• A simplified, consolidated framework and directory structure, to support staff in a records migration plan for existing CRKN records
• A lightweight, flexible approach to naming, sorting, storing, versioning and retaining documents that builds on this framework
• A ranked and prioritized list of potential improvements to enhance the discoverability and management of CRKN’s information assets
• A document retention schedule that describes main document types generated with anticipated life span and associated practices for archiving and/or removal, considering appropriate legal, financial, and business requirements
• A proposal for a records management and enterprise information security policy for CRKN which supports the guide and document retention schedule. In particular, the policy should provide guidelines on the storage and retention of any personally identifiable information entrusted to CRKN.
• A document outlining which publications, documents and artefacts should be permanently retained for future researchers wishing to study CRKN’s evolution
• An implementation plan for CRKN staff to guide the implementation of the recommendation

Out of Scope

• CRKN maintains a Trustworthy Digital Repository and an associated access and preservation platform for Canadian digital heritage content.
• The data contained within those systems and the associated policies and practices are out of scope for this project.
• The actual implementation of the recommendations is out of scope for this project.
  

Timeline
• Early October 2020: CRKN selects a consultant

• October 2020:

• Initial meeting with management team, schedule additional calls with managers or other staff as appropriate, and inventory and analyze CRKN information resources
• Draft framework, validate and finalize recommendations

• November 30, 2020: Submit all items listed under “deliverables”
Selection Criteria

CRKN hopes to engage an experienced Records Management Consultant with expertise in the not-for-profit space. Primary selection criteria include:
• Experience making records management recommendations that can be applied across all of CRKN’s existing systems (e.g. Windows Server, Office 365, G Suite)
• References from comparable Canadian organizations
• Project vision and fit with CRKN
• Timeline and budget considerations

Submitting Your Proposal
To be considered for this opportunity, please submit a proposal which includes:

• A cover letter with a brief description of the consultant’s work experience and expertise as it relates to the opportunity
• A summary of records management projects with links to associated clients (where applicable)
• A list of two references from organizations for which the consultant has provided records management or similar services previously
• A list of key personnel who will be involved in the project and brief descriptions of their experience and expertise
• A draft, proposed work plan that includes a timeline, description of activities, and estimates of hours to be worked and in-person vs. virtual effort required. A schedule of costs, including an hourly rate or retainer for follow-on questions and support after delivery of the final report.
Interested consultants are invited to submit clarifying questions by email to aid in the development of their proposal. CRKN commits to a 24-hour response time during business hours for questions.

Please submit questions and final proposals by email to Ken Blonski (kblonski@crkn.ca), Director of Operations, by 5 pm E.T. on September 30, 2020.

Shortlisted consultants may be invited to present to management the week of October 5, 2020.

Archives Intern, Museum of Dufferin

Location: 936029 Airport Road, Mulmur, Ontario - north of Orangeville

Compensation: $ 20 / hour

Nestled in the hills of Mulmur Township, the Museum of Dufferin (formerly the Dufferin County Museum & Archives) opened at its current location in 1994. We pride ourselves on offering a welcoming, unique, and enriching environment for our visitors. Each year the MoD offers an eclectic variety of experiences by way of exhibitions, events, programs, and tours. Our visitors, members, donors, partners and volunteers are the heart of who we are and what we do.

Description and Duties

Reporting to the Archivist, you will work as part of our team to facilitate access for both in-person and distant clientele to the Permanent Collection at the MoD Archives.

What you'll do

• Processing of archival records and photographs (Women's Institute Collection); 
• Scanning and digitization of multi-media collection; 
• Prepare on-line finding aids and social media postings to promote access to Archives' holdings;
  

Qualifications

What you'll bring

• College Diploma or University Degree in Archival Studies, Information Science, Public
• History, Museum Studies, Records and Information Management or another related program;
• Excellent computer and data management skills including proficiency in Microsoft Office;
  
• Proficiency and knowledge of PastPerfect considered an asset;
• Knowledge of the care and handling of archival records;
  
• Excellent time management, oral and written communication skills;
• Demonstrated understanding of the Rules of Archival Description;
• Familiarity with copyright and privacy legislation considered an asset;
• Ability to work Tuesday through Saturday (a minimum of two (2) days remote work and two (2) - three (3) days on site) as required by the position;
• A clear criminal reference check including the vulnerable sector.

This is in an internship position funded by Young Canada Works at Building Careers in Heritage. To be considered for this position, all applicants must meet the program eligibility criteria as required by Young Canada Works.

https://www.canada.ca/en/canadian-heritage/services/funding/young-canada-works/students-graduates/careers-heritage-graduates.html

How to Apply

Interested applicants are invited to submit a resume and cover letter  via email to: hr@dufferincounty.ca by September 11, 2020 at 4:30pm.

As an equal opportunity employer, we seek to attract, develop, and retain highly talented employees with diverse identities and backgrounds, allowing us to benefit from a wide variety of experiences and perspectives. We are committed to creating a workplace that is inclusive for all. 

All applicants are thanked for their interest, but only those selected for an interview will receive a response. Information collected will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act for the purpose of job selection and will not be used for any other reason. Accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance.

https://www.dufferincounty.ca/government/careers

Director, Provincial Archives

Royal British Columbia Museum

Location: Traditional Territory of the Lekwungen (Songhees and Xwsepsum Nations) 675 Belleville Street, Victoria BC V8W 9W2

Compensation: $107,500-$134,800

The Royal BC Museum and Archives is one of Canada's great cultural icons attracting millions of visitors each year, onsite and online.  We are a significant provincial and national institution charged with researching, collecting, preserving and exhibiting the historical evidence of British Columbia.  As an educational institution, the museum looks to strengthen society through cultural and scientific understanding - helping to create the society of the future.   And what a future we have! 

The BC Archives is the provincial archives; preserving and making accessible government and private records including historical photographs, documents, sound recordings, films, maps and publications. The stories these records tell chronicle the experiences of some of the individuals, businesses, families, communities and governments that helped shape the province.

The Royal BC Museum is committed to on-going and true community collaboration, building on existing partnerships and developing new relationships to help communities preserve their own stories, facilitate dialogue, and bring forth voices often silenced in historical accounts.  We are working to meet crucial goals outlined in BC's Declaration on the Rights of Indigenous Peoples Act (DRIPA), the United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), the Truth and Reconciliation Commission of Canada (TRC) Calls to Action, and the National Inquiry into Missing and Murdered Indigenous Women and Girls Report.

Description and Duties

We are looking for a forward thinking, dynamic, creative, collaborative archivist to lead the Archives and represent the Province at the national archival level. This position is responsible for providing expert knowledge about archival and other historical records in a variety of formats and strategies to facilitate access to their content.  The position implements and refines the long term strategy for the Archives, keeping current on trends, standards and technologies that will impact archival work and the future of the archives.  This position has leadership responsibilities throughout the organization and works to ensure a culture of equity and high performance.

Qualifications

The ideal candidate has a Master's degree in Archival Studies or Library & Information Science with a specialty in archives or an equivalent combination of training and experience.  You have knowledge of the Information Management Act, Freedom of Information and Protection of Privacy Act, and the Personal Information Protection Act and associated policies and procedures relating to privacy and records management. You have demonstrated knowledge of UNDRIP, TRC, DRIPA and MMIWG.  This is supplemented with a strong understanding of current and potential future trends for archives and how to incorporate them into planning and action.

Preference will be given to applicants who identify as BIPOC (Black, Indigenous, People of Colour) and/or Persons with Disabilities. Details of the accountabilities for this opportunity and the selection criteria which will be used to assess candidate suitability, can be found in the job description for this position, found on our website at: http://www.royalbcmuseum.bc.ca/employment

How to Apply

Please submit your application in pdf format by 11:59 pm (PST) September 30, 2020 quoting competition RB2020:13 via email to:  humanresources@royalbcmuseum.bc.ca

This position requires Criminal Records Checks under the BC Public Service Screening Policy and the Criminal Records Review Act and all applicants must be legally entitled to work in Canada (have Canadian citizenship or permanent resident status).  

Records Management Archivist, Simon Fraser University

Location:  Burnaby, BC

Compensation:  See here

Ranked by respected national surveys as one of Canada's top three comprehensive universities for the past 20 years, Simon Fraser University has also been named one of British Columbia's Top Employers for 2020, as well as one of Canada's Top 100 employers, and one of Canada's top family-friendly employers. SFU is Canada's most community-engaged research university, offering more than 100 undergraduate major and joint major programs and more than 45 graduate offerings, spanning many disciplines in eight faculties, and has an international reputation for its innovative interdisciplinary and professional programs. SFU is comprised of three thriving urban campuses located in Burnaby, Vancouver, and Surrey. Applicants are invited to visit the Archives and Records Management Department website for more information about the Department and its mission, vision and values.

Description and Duties

Reporting to the University Archivist and based at the Burnaby campus, this full-time continuing position will be primarily responsible for advancing the continued development, implementation, and maintenance of an effective and integrated records management program that meets the University's current and future records and information management needs. This includes the research, development, implementation, and promotion of records schedules, classification strategies, and policies and procedures that ensure alignment of the University's record- keeping systems and technologies with professional current standards, legislation and archival considerations.

Special emphasis will be placed on developing and expanding the current records management program to address the changing information and records management needs of the University, including the transition from paper to digital record-keeping. The incumbent will also support the long-term storage, preservation and accessibility of digital information through the design and implementation of robust digital record-keeping, preservation and access systems and processes.

SFU Archives and Records Management is responsible for the administration of three corporate programs - archives, records management, and freedom of information and protection of privacy. The successful candidate will work as a collaborative member of a team of information management professionals and will be expected to participate in the overall operations of the Department, including the delivery of archival reference services. Demonstrated experience in one or more of these program areas is an asset and is in keeping with the Department's philosophy that its program areas are tied together by the concept of the record as a vital institutional asset that adds value to the university when managed effectively, but exposes the university to increased costs, risks, and liabilities when managed poorly.

Qualifications

The required knowledge and skills for this position are:

1. A Master's degree in Archival Studies, Information Studies, Archival and Library Studies, or another graduate degree with an Archival Studies specialization, from a recognized university archival education program.
2. Comprehensive knowledge of archival science and records and information management as practiced in a Canadian context, including appraisal, maintaining physical and intellectual control over records, file classification and records retention scheduling, digital record-keeping, and the delivery of public reference services.
3. Excellent oral and written communication skills to provide public service; advise research clientele and university staff; and write policies, procedures, standards, guidelines, and business correspondence.
4. Superior research and analytical skills to resolve problems in the delivery of the Department's integrated programs and to advise university staff on the full range of records-centric issues that fall under the Department's sphere of functional responsibility.
5. Ability to champion innovative models and practices in archives administration, records management, access and privacy administration, or digital preservation.
6. Consultative skills in liaising with IT staff to identify record-keeping and digital preservation needs for enterprise-wide systems.
7. Ability to work under pressure and meet deadlines when managing competing priorities and multiple projects.
8. Good presentation skills.
9. Excellent interpersonal skills using tact, diplomacy, and good judgment to deal courteously and effectively with faculty, staff, students, alumni, donors, visiting scholars, and the public.
10. Ability to supervise staff.
11. Ability to work as a member of a team of information management professionals and to move comfortably between different, but integrated program areas and functions.
12. Ability to work independently and be self-motivated with only general supervision from the University Archivist.
13. A demonstrated passion for record-keeping, archives and cultural heritage.
14. Demonstrated interest in and an understanding of Simon Fraser University's mission.

Applicants for the position of Records Management Archivist should demonstrate how they are qualified to perform the duties and responsibilities, and possess the required knowledge and skills necessary for the successful delivery of records management services at Simon Fraser University. In addition, applicants should also demonstrate that they possess some or all of the desired knowledge and skills that would further enhance the delivery of records management services while contributing to the collaborative delivery of the Department's other corporate programs. See the link below for a more detailed description of the duties and responsibilities, and required and desired knowledge and skills associated with this position:

http://www.sfu.ca/content/dam/sfu/archives/RMA/RecordsManagementArchivist20200831.pdf

Terms of Appointment

This is a full-time continuing position as a Librarian/Archivist Faculty. Appointment will be made pursuant to the SFU/SFU Faculty Association Collective Agreement (see Article 36). Only those applicants eligible to be appointed as an Archivist will be considered (see Article 36.7).

http://www.sfu.ca/content/dam/sfu/faculty-relations/collective-agreement/CA.pdf

The successful applicant will be appointed at a salary level commensurate with his or her experience and qualifications.

SFU Librarian/Archivist salary scales will apply. The salary scales can be viewed at:

http://www.sfu.ca/content/dam/sfu/faculty-relations/collective- agreement/July%201%2C%202017%20Salary%20Scale%20Increases.pdf

The successful applicant will become a member of the SFU Faculty Association. Benefits information is available at the link below:

http://www.sfu.ca/faculty-relations/benefits-services.html

How to Apply

Applicants are asked to submit a covering letter clearly demonstrating how your knowledge, skills, and experience correspond to the qualifications for this position; a CV; and a sample of your written work of which you are the sole author and that is representative of your prose style no later than October 18, 2020, 4:00 pm (PT) to:

*Paul Hebbard, University Archivist and Coordinator of Information and Privacy at pgh@sfu.ca.

*Only applications received by email will be considered.

*Submit a covering letter, CV, and writing sample as one consolidated electronic file (MS Word or PDF).

*Quote in the email subject line: Records Management Archivist Job Application.

Selections for interviews will be made on the basis of the information submitted. Applicants selected for an interview will be asked to make a presentation to members of the search committee. We thank all applicants for their interest; only those applicants selected for an interview will be contacted.
 

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Simon Fraser University is committed to employment equity and welcomes applications from all qualified candidates, including visible minorities, persons of aboriginal heritage, persons with disabilities, and LGTBQ-identified persons. Selections for interviews will be made on the basis of the information submitted. Applicants selected for an interview will be asked to make a presentation to members of the search committee. We thank all applicants for their interest; only those applicants selected for an interview will be contacted.

Under the authority of the University Act, Collection of Personal Information Policy (I 10.05), and the SFU/SFUFA Collective Agreement, personal information that is required by the university for academic recruitment and hiring competitions will be collected. For further details see:

http://www.sfu.ca/vpacademic/faculty_openings/Collection_Notice.html

Job Poster
 

Archives Assistant, Halifax Municipal Archives

Location:  Halifax, Nova Scotia

Compensation:  Non-union, $ 20.00 / hour + 4% vacation pay

Work Status:  Temporary, full-time, 26 weeks

Hours of Work:  :30 am to 4:30 pm, Monday to Friday

Halifax Municipal Archives is the official repository for historical municipal government records from Halifax, Dartmouth, Bedford and the former County of Halifax, and also holds community records from the region.

Description and Duties

Archival studies graduates seeking in-depth professional experience are invited to apply to the Halifax Municipal Archives' Young Canada Works Internships (2 positions), within the Corporate Information Management unit. We encourage applications from graduates who meet the Young Canada Works eligibility requirements, especially qualified African Nova Scotians, racially visible persons, women in non-traditional positions, persons with disabilities and Aboriginal persons in the workplace. We encourage applicants to self-identify.

The Archives Assistant - Interns will contribute to projects which will offer experience in the full range of archival functions with a focus on: description, preservation, reference, and on-line accessibility. It will also be an opportunity to develop more general skills that are key to advancement in a professional career, including time management, project management, policy development and communication, interacting with stakeholders and working collaboratively with other heritage and information professionals.

Duties and Responsibilities

• Description and Preservation: select and process significant historical photographs, documents, audio-visual material, maps and plans for archival preservation and access.
• Reference: provide reference and reproduction services to the public.
• Discovery: prepare on-line exhibits and social media postings to promote access to Archives' holdings.

Qualifications

Graduates must meet Young Canada Work's (YCW) eligibility requirements:

• Are a Canadian citizen or a permanent resident, or have refugee status in Canada;
• Are legally entitled to work in Canada;
• Will be between 16 and 30 years of age at the start of employment;
• Are willing to commit to the full duration of the work assignment;
• Will not have another full-time job while employed with YCW;
• Are a recent graduate who has graduated from college or university within the last 24 months at the start of employment;

Candidates are require to:

• Have graduated from an archival studies or an information/library studies program with courses in archives, or experience working in archives
  
• Be familiar entering data into complex databases and excel spreadsheet and on-line searching
• Have knowledge of the care and handling of archival records
• Have attention to detail, good time management skills and excellent oral and written communication skills, especially web-based
• Reference, research, description according to the Rules of Archival Description, and digitization experience and familiarity with copyright and privacy legislation would be assets for candidates.

Competencies

Achievement Motivation; Communication; Continuous Learning; Customer Service; Initiative; Organization and Planning; Valuing Diversity.

Work Location:  81 Ilsley Ave., Unit 11, Dartmouth, NS

Application Information

CLOSING DATE: Applications will be received up to September 8th, 2020. Applications must be submitted to the municipality's Brass Ring employment opportunities website.

Please note: We thank all applicants for their interest in this position. Only those applicants selected for an interview will be contacted.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as an interview) and who require accommodation, should discuss their needs with the Recruiter when invited to the assessment process.

Apply here, Position # 78621315, 78624740

https://sjobs.brassring.com/TGnewUI/Search/Home/Home?partnerid=25749&siteid=5764#jobDetails=636144_5764

Archives Intern, Kelowna Museums Society

Location:  Kelowna, British Columbia

Start Date: Mid-September or October 1, 2020

Pay scale: $18.75/hr plus 13% in lieu of benefits  Duration: Full time (35 hrs/week for 6 months)

The Kelowna Museums Society's archives and reference libraries, collect, catalogue, preserve, exhibit and interpret archival materials of social and historical significance. Our archives act as the community's and region's memory. As a general rule, many of the materials in our archives are primary source documents, making them unique, as they are mostly unpublished papers and photographs that have been accumulated by individuals or organizations over a period of time.

The Kelowna Public Archives, located on the first floor of the Okanagan Heritage Museum, is an important community resource. Historians, students, personal and academic researchers, special interest groups, media and professional personnel, all use the Archives to access information on Kelowna and the surrounding area, people who live here and our associated industries such as the Orchard and Wine Industry.

The Vince Bezeau Military Library and Archives, located on the second floor of the Okanagan Military Museum, focuses on those who were born here, those who live(d) here and those who fought in the battalions and regiments of the Okanagan. Items are collected in order to preserve this rich history and to teach the next generations about the vital role the Okanagan Military plays in Canadian sovereignty. The associated Reference Library compliments the Archives and is more specialized than conventional libraries. This special collection focuses on books relating to the Canadian Military, those published by Canadian authors or published by Canadian companies.

Description and Duties

The Archives Intern is actively involved in assisting the institution in upholding professional standards in the management and preservation of its archival holdings. The intern's primary duty is processing (researching, appraising, selecting, arranging and describing) archival materials held in the Kelowna Public Archives. The Archives Intern also helps preserve the archival collection through proper care and handling and by practicing preventative conservation. The intern is also actively involved in adding to the oral history program through conducting oral history interviews and recording transcriptions. The Archives Intern will work in the Kelowna Public Archives, located on the ground floor of the Okanagan Heritage Museum.

Main Duties:

• Process archival materials and apply the Rules of Archival Description
• Add and update digital records in the InMagic database
• Assess storage needs and optimize storage space
• Provide proper storage enclosures for archival collections
• Perform basic conservation treatments on archival collections
• Conduct oral history interviews
• Assist researchers with inquiries
  

 Required Qualifications

The intern must have successfully completed post-secondary school training in a recognized archival studies training program.

• Standard internship eligibility requirements (Young Canada Works - Building Careers in Heritage)
• Self-motivated and detail oriented
• Exceptional research and computer skills
• Excellent written and verbal communication skills
• Highly organized
• Sensitive to the requirements for handling archival materials and artefacts.
• Satisfactory criminal record check

How to Apply

Please apply by sending resume and cover letter to hr@kelownamuseums.ca by August 30, 2020. Please save files with your full name.

Application Website: 

https://www.kelownamuseums.ca/about-us/career-opportunities/

Archive Manager

Treaty 8 Tribal Association - Treaty and Aboriginal Rights Research Program

Location:  Fort St. John, BC

Full-time, Monday to Friday, 8:30 am to 4:30 pm

Term:  September 2020 to March 2021 (potential for extension)

The Treaty 8 Tribal Association (T8TA) provides a range of advisory, advocacy, and technical services for its member First Nations in northeast British Columbia.  The Treaty and Aboriginal Rights Research (TARR) program operates out of the T8TA and has been in existence since the early 1990s and its primary objective is to support the research and preparation of specific claims for their member First Nations. Another function of the TARR program is to house historical and cultural information related to their member First Nations.  As a result, the program's archive houses numerous records in varying mediums: textual, audio, visual, books, and maps.

Description and Duties

The Archive Manager is responsible for the strategic planning, collections management, and daily operations of the TARR program's physical and digital archive.  This includes the refinement and development of archival policies and procedures.

Qualifications

•             Hold a master's degree in Archival Studies, Library & Information Science, or an equivalent combination of related education and experience.
•             Minimum of two years work experience in an archives or museum setting
•             Training in records management (focus on archival collections management)
•             Familiarity with collection management databases. Experience with Laserfiche is considered an asset.
•             Knowledge of privacy and copyright legislation
•             Excellent abilities in big picture planning and problem solving
•             Superior written and communication skills, time management, and organizational skills
•             Strong analytical, research, and synthesis skills
•             Knowledge and understanding of Beaver/Dene/Cree/Saulteau cultures, Treaty 8, and specific claims research are considered assets.

To Apply, send cover letter, resume, and three references to:

Marlene Greyeyes. Interim Executive Director
mgreyeyes@treaty8.bc.ca or
10233-100 avenue, Fort St John, BC, V1J 1Y8

Application Deadline:  August 21, 2020

ADMN O 24R - Records Officer : Administrative Officer R24

Location: Victoria, BC V9B6X2 CA (Primary)

Salary Range: $65,252.73 - $74,396.51 annually, Regular Full Time

BC Public Service: Municipal Affairs & Housing, Management Services Division

Summary

An eligibility list may be established.
Although this position has onsite office based requirements, it can temporarily be performed virtually due to the current extraordinary circumstances related to COVID-19. This will remain in place until physical distancing advisories are lifted.
Due to present physical distancing requirements related to COVID-19, the recruitment process for this competition will take place virtually.

A career opportunity to showcase your client service excellence and digital information management expertise.  

The Records Officer is part of the information management team supporting the four ministries that make up the Economy Sector: Ministry of Municipal Affairs and Housing, Ministry of Jobs, Economic Development and Competitiveness, Ministry of Labour and Ministry of Tourism, Arts and Culture. This role provides strategic support so the ministries can meet their information management requirements under legislation and policy and can achieve their business objectives.  The Records Officer brings awareness to the changing landscape of recorded information management, including the identification of the challenges and the solutions for managing electronic information.  This position is a subject matter expert for the ministry and bridges the worlds of information technology and program information management. With significant changes in legislation, the need for stronger information management accountability, as well as technological shifts, those in this position must bring a strong change management component to the role.  In addition, this position provides operational IM direction and advice to all levels of the ministry, including taking a leadership role in the definition and delivery of information management projects.

The capital of British Columbia, Victoria is a beautiful city, with beautiful beaches and harbours, and a variety of provincial parks to explore. Located on Vancouver Island, Victoria offers a bustling downtown scene and has a wide range of restaurants and entertainment venues to choose from.

The BC Public Service is an award winning employer and offers employees competitive benefits, amazing learning opportunities and a chance to engage in rewarding work with exciting career development opportunities. For more information, please see What We Offer.

The BC Public Service is committed to creating a diverse workplace to represent the population we serve and to better meet the needs of our citizens. Consider joining our team and being part of an innovative, inclusive and rewarding workplace. 

For complete details about this opportunity, including accountabilities, please refer to the attached job profile.  For specific position related enquiries, please contact Jennifer.Mohan@gov.bc.ca. DO NOT SEND YOUR APPLICATION TO THIS EMAIL ADDRESS.  For more information about how to complete your job application, add/edit your resume and for more useful tips when applying for jobs, please refer to the Your Job Application page on the MyHR website. If you are still experiencing technical difficulty applying for a competition, please send an e-mail to BCPSA.Hiring.Centre@gov.bc.ca, before the stated closing time, and we will respond as soon as possible to assist you.

NOTE: Applications will be accepted until 11:00 pm Pacific Standard Time on the closing date of the competition.

Job Requirements:
In order to be considered for this position, your application must clearly demonstrate how you meet the education and experience as outlined below:

• University degree in archival studies or information management and three years of related progressive experience (records management or information management), or an equivalent combination of education/training and experience may be considered.
• At least 2 years experience drafting, interpreting, and applying legislation, policy, or procedures related to information management.
• At least 2 years experience managing client relations including providing expert information management advice. Preference may be given to applicants with experience managing client relations including providing expert information management advice to executive or senior level staff.
• Experience researching, analyzing or providing advice regarding digital records management.
• Preference may be given to applicants with direct experience supervising staff.
• Preference may be given to applicants with experience as a project manager.
• Preference may be given to applicants with direct experience with electronic document records management systems.

Applicants selected to move forward in the hiring process may be assessed on the Knowledge, Skills, Abilities and Competencies as outlined in the attached Job Profile located in the Additional Information section at the bottom of the posting. 

A Criminal Record Check (CRC) will be required.

APPLICATION REQUIREMENTS:

Cover letter: NO - Please do not submit a cover letter as it will not be reviewed.

Resume: YES - Ensure your resume includes your educational accomplishments, employment history including start and end dates (month and year) of your employment, and any relevant information that relates to the job to which you are applying.

Questionnaire (COMPREHENSIVE): YES - As part of the application process, you will be prompted to complete a comprehensive online questionnaire to demonstrate how you meet the job requirements. Please allot approximately 60 minutes to complete the questionnaire.

IMPORTANT: Comprehensive questionnaire responses will be used to shortlist applicants against the job requirements. Please ensure you include all relevant information about your educational accomplishments and employment history including job titles, start and end dates (month and year) of your employment, and your accountabilities and accomplishments.

Union: GEU

Job Profile_AO24 Records Officer_70734.docx

Manager, Records and Information Governance and City Archivist

City of Vaughan

As one of Southern Ontario's fastest growing cities, with its mix of urban and rural areas, Vaughan is an in-demand place to live and work. Vaughan is considered one of Canada's most family friendly cities with a dynamic and diverse population of over 300,000.  With one of the top performing economies, a growing tourism industry and an enviable portfolio of recreational and cultural venues, this is the place where you want to be.

Location:  Vaughan, Ontario

Compensation: $111,727.00 - $133,008.00/Year. In addition to offering a competitive compensation package, we have a strong focus on health.

Description and Duties

Reporting to the Deputy City Clerk, the Manager, Records and Information Governance and City Archivist oversees the City's Records & Information Governance program and initiatives. Responsible for developing, managing and leading the Corporation's Archives & Records Management Services and Information Production & Distribution functions, systems and staff. Maintains integrity and security of the Corporation's records and information. Provides strategic and operational advice and recommendations on Corporate records, information governance framework and initiatives, including the Enterprise Content Management (ECM) System. Manages the development and evaluation of Corporate information management training initiatives for all levels of staff. Develops and manages Corporation-wide performance measures and benchmarking initiatives for records and information management.

Qualifications

• Master's Degree in Information Management (Master of Information; Master of Archival Studies; etc.) or equivalent.

• Minimum of ten (10) years' experience in information management field; with at least five (5) years in staff supervision, program leadership, policy analysis/development, and project management roles.

• Experience in managing information management functions and systems in a large public or private organization; knowledge of business re-engineering principles and methodologies, and best practices in information management service delivery.

• Certified Records Manager designation or eligibility for same.

• Thorough knowledge of information science (at expert level in technical standards); records and information management and archival theory, principles, methodology, and practice; electronic information management systems and associated computer applications; and information management technical standards

• Ability to analyze, design, implement, and audit processes for the control of complex information management systems; with focus on ensuring trustworthy electronic recordkeeping systems, digital archiving, and information security.

• Knowledge of Electronic Document & Records Management Systems (EDRMS) and Enterprise Content Management Systems (ECM); experience in planning and deployment of same.

• Knowledge of relevant legislation/regulations.

• Certified Archivist (C.A.) designation and municipal environment experience preferred.

• Availability to work flexible hours to accommodate committee meetings, public relation activities, etc.

• Most of the work is performed in an office environment. Some work (10%) is done offsite in the community or at the records centre.

• Work in the records centre may result in exposure to heat, dust and/or microbes.

If you are an energetic person who is interested in bringing your knowledge and passion to the City of Vaughan, please visit our website to apply online by Friday August 14, 2020.

Please note that only candidates selected for interviews will be contacted.            

The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The City of Vaughan is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.

Deadline:  August 14, 2020, apply here.

Provincial Archives of Saskatchewan

Bilingual Archivist

Location:  Regina, Saskatchewan

Compensation:  $ 27.03 to $33.87 hourly

Description and Duties

The Provincial Archives of Saskatchewan requires a full time permanent Reference Archivist to work in Reference and Outreach Services. Reporting to the Manager, Reference and Outreach Services, you will work as part of our team to facilitate access for both in-person and distant clientele to the Permanent Collection at the Provincial Archives. This is a bilingual position and requires the candidate to speak, read, and write fluently in both English and French

With your graduate level knowledge of research methods you will assist and analyse the research needs of a diverse clientele ranging from the general public to PhD level researchers. With your training in archival science and/or history you will advise and assist researchers in the application of archival materials in research activities for a wide variety of topics and purposes. Using your expertise in archival science and/or history you will promote the reference use of Provincial Archives collections and provide outreach services, including exhibition research and construction, group presentations, and facility tours.

The position requires an understanding of legislation relevant to archival records as you will be assisting patrons and other Archives staff in the application and interpretation of various laws including: The Copyright Act, The Freedom of Information and Protection of Privacy Act, and The Health Information Protection Act. Maintaining statistics related to reference work is also a responsibility of this position. The position will also perform other tasks related to the program as assigned by the Manager, in keeping with the scope and classification of this position.

Les Archives provinciales de la Saskatchewan recherche un ou une archiviste de référence, poste permanent à temps plein, pour intégrer l'équipe des Services de référence et de liaison. Relevant du gestionnaire des Services de référence et de liaison, l'archiviste retenu travaillera au sein de l'équipe dont la mission est de faciliter l'accès à la collection permanente des archives provinciales pour la clientèle présente en personne et à distance. Poste bilingue, le candidat ou la candidate doit parler, lire et écrire couramment l'anglais et le français.

Grâce à votre connaissance des méthodes de recherche au niveau des études supérieures, vous aiderez et analyserez les besoins de recherche pour une clientèle variée, du grand public aux chercheurs universitaires. Grâce à votre formation en technique d'archives et / ou en histoire, vous conseillerez et aiderez les chercheurs dans l'utilisation des documents d'archives dans le cadre d'activités de recherche couvrant une grande variété de sujets et d'objectifs. En vous servant de votre expertise en technique d'archives et / ou en histoire, vous favoriserez l'utilisation des références dans les collections des Archives provinciales et vous fournirez des services directs, notamment des recherches sur les expositions et la construction, des présentations de groupe et des visites d'installations.

Le poste exige une compréhension de la législation relative aux documents d'archives, car vous serrez amenés à aider les usagers et le personnel des Archives dans l'application et l'interprétation de diverses lois, notamment : la Loi sur le droit d'auteur, la Loi sur l'accès à l'information et la protection de la vie privée et la Loi sur la protection des informations sur la santé. La tenue de statistiques relatives aux travaux de référence est également une responsabilité de ce poste. Le poste accomplira d'autres tâches assignées par le superviseur, conformément à la portée et à la classification du poste.

Grâce à votre connaissance des méthodes de recherche au niveau des études supérieures, vous aiderez et analyserez les besoins de recherche pour une clientèle variée, du grand public aux chercheurs universitaires. Grâce à votre formation en technique d'archives et / ou en histoire, vous conseillerez et aiderez les chercheurs dans l'utilisation des documents d'archives dans le cadre d'activités de recherche couvrant une grande variété de sujets et d'objectifs. En vous servant de votre expertise en technique d'archives et / ou en histoire, vous favoriserez l'utilisation des références dans les collections des Archives provinciales et vous fournirez des services directs, notamment des recherches sur les expositions et la construction, des présentations de groupe et des visites d'installations.

Le poste exige une compréhension de la législation relative aux documents d'archives, car vous serrez amenés à aider les usagers et le personnel des Archives dans l'application et l'interprétation de diverses lois, notamment : la Loi sur le droit d'auteur, la Loi sur l'accès à l'information et la protection de la vie privée et la Loi sur la protection des informations sur la santé. La tenue de statistiques relatives aux travaux de référence est également une responsabilité de ce poste. Le poste accomplira d'autres tâches assignées par le superviseur, conformément à la portée et à la classification du poste.

Qualifications

The knowledge and abilities required for this position would typically be gained through a Master's degree in archival science, library and information science, history, or a related social science discipline. Supplemental training courses in archival science or experience working at an archives are an asset.

Les connaissances et les compétences requises pour ce poste sont généralement acquises par le biais d'une maîtrise en archivistique, en bibliothéconomie et en sciences de l'information, en histoire ou dans une discipline des sciences sociales connexe. Une formation complémentaire en archivistique ou une expérience dans des archives sont un atout.

Application Webpage: 

https://govskpsc.taleo.net/careersection/jobdetail.ftl?job=LIB000304&lang=en#.Xw203kEE6O8.email

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