C A R L E T O N U N I V E R S I T Y POSITION DESCRIPTION PART A Employee Name: OFFICER USE ONLY 1.Title: 2. Position No: 298659 Title of Immediate Supervisor: University Secretary 3. Level: 10 Position Title: Corporate Archivist 4. Evaluated by: Date: Department: University Secretariat 5. Approved by: Date: PART B Position Summary The Corporate Archivist contributes to effective management that allows the various academic and administrative units of the University to fulfill their responsibilities related to retention and disposition of institutional records, and the long-term preservation of historically valuable corporate records. In so doing, this position creates an environment whereby institutional memory is preserved through appropriate stewardship of materials of historical importance and of permanent value to the institution. Reporting to the University Secretary, the Corporate Archivist is responsible for the development and implementation of a records management program for the administrative records of the University; complemented by awareness, education and communication activities to support the implementation of the University's Corporate Records and Archives policy. The position oversees all corporate archives reference queries and engages in outreach to promote the corporate archival collections. The position will be responsible for records holdings maintenance, including archival processing, database entries and management.
PART C Records Management Policy and Procedures (40%) Is responsible for the development and coordination of an institutional records management program. This includes an institution-wide records survey, policy manual, records directory, uniform classification system, retention schedules, routine disclosure, active dissemination, and secure storage. Develops awareness within the University community about the University records management policy and procedures through the development and implementation of education and communication activities. Advises operational units across the University on procedures, best practices and various complementary measures to ensure the University is compliant with the institution's Corporate Records and Archives policy and relevant legislation regarding access to information and the preservation of personal privacy pertaining to archival records in consultation with the Access to information and Assistant Privacy Officer. Establishes plans for electronic document management, including digitisation and storage of records in consultation with the stake-holder departments. Creates and maintains finding aids, inventories and retention schedules for both the records management system and for various archival holdings. Provides training and consultation to University departments on the policies, procedures and institutional obligations with respect to records management and the complete lifecycle of records. Liaises with operational units across the University to design a local, active records management system for the transfer, maintenance, and retrieval of semi-active records. Liaises with various academic and administrative units across the University to provide for the identification and transfer of records to storage facilities. Creates and maintains, in cooperation with various departments, communications to ensure members of the University community are aware of the University's policies, procedures and legal obligations regarding records management. Corporate Records Archives (50%) Applies archival theory and methodology as they relate to records analysis, appraisal and selection, arrangement and description, and preservation management. This will often include handling and safeguarding sensitive and confidential information. This includes the application of sound archival science to ensuring that the reliability and authenticity of the University s records are upheld. Physical records should be managed along with electronic records as well. This means that the Corporate Archivist pursue active
digitization of physical archival records along with ensuring that native electronic records are preserved and migrated to ensure accessibility. Participation in archival reference duties, including the creation and maintenance of archival finding aids on established archival databases. These duties include support provided to various departments to locate historical documents on decision-making, organizational memory, celebration of anniversaries, and publications. With the University Secretary, provides advice on the management of efficient and effective administration of the Archives, its budget, policies, and daily operations. Representing the Carleton University Secretariat to other departments, local, provincial, and federal organisations, committees, and working groups involved in the preservation of historical corporate documents and research. One key committee is the Advisory Committee on University Records, where the Corporate Archivist plays a key role. He/She is also responsible to lead on grant applications to various archival organisations where applicable. Professional Development (10%) Maintains knowledge of legislation, policy and best practices regarding access and privacy legislation and its impact on Carleton University. Maintains an awareness of key trends and developments in the field of records management as they pertain to institutions of higher education. Liaises with various archival organisations about current trends, outreach programs, and potential partnerships. Participates in conferences and archival training offered by professional archival organisations. PART D 1. KNOWLEDGE: a) Minimum amount of formal education required: Completion of a Master s degree in Library Science, Archival Studies, or Information Management. Equivalencies will be considered. b) Minimum amount of relevant work experience required: A minimum of four year s experience in the principles and practices of records management; comprehensive understanding of specific legislation and government processes; freedom of information and privacy policies; comprehensive understanding of University policies and procedures; information technology for records management. c) Minimum amount and type of continuing study required:
The incumbent must have thorough knowledge of records management and archive techniques, along with access to information and protection of privacy legislation and its application. Continuous study is required to meet the challenge of an ever-expanding information world. Ongoing review is required to remain current and informed on changes to the archival profession in both print and electronic formats. Continuous training and upgrading are essential in: archival practices; research methodologies; and knowledge of trends and technological innovations in information science. Such knowledge is acquired through extensive independent study, on-the-job training, and dialogue with colleagues, training seminars and conferences. Attendance at occasional professional development seminars and workshops is required. Together with continuous monitoring of professional best practices through relevant professional organizations. Elaborate on (a) and (b) justifying the amount of each specified above by detailing what the incumbent has to know and what skills are required of the incumbent in the performance of the duties: The incumbent must have the ability to plan, implement, monitor and evaluate projects, as well as the ability to establish priorities and work to deadlines. The incumbent must have the ability to exercise diplomacy and discretion when dealing with clients which requires excellent inter-personal skills that allows one to maintain effective, confidential and cooperative working relationships. Superior communication and analytical skills and the ability to produce careful and thorough results are necessary. A requirement is to have a high degree of computer and web literacy (Word, Excel, Access, and Outlook). It is necessary to have previous experience in applying classification systems, completion of file inventories, and the application and implementation of retention schedules at a large institution. Experience in archiving historically valuable corporate records and making them available to research is necessary. It is also necessary to have knowledge of access to information and protection of privacy issues, legislation, and the implementation of similar acts in relation to a large institution. 2. COMPLEXITY OF DUTIES: Duties are defined in general terms and are carried out with a minimum of direction. Duties are wide-ranging and variable. Decisions and recommendations generally require independent judgment, initiative and discretion when making decisions on courses of action and/or making recommendations to the University Secretary on records management, records archives and the physical state of the Corporate Archives. In most cases, the incumbent is working without detailed procedures. Because the incumbent must act as a generalist while performing this aspect of the job s/he must be able to provide service requiring a high degree of problem-solving, mature judgment, and independence. Initiative is required as the incumbent sets her/his priorities independently and is accountable to the user community. This involves knowledge of internal processes, legislation, and procedures of both the university and external sources. Often problem
solving will require liaising with other institutions, various offices on campus, as well as the reference to both provincial and federal legislation. The incumbent must have the ability to develop new solutions to diverse and complex problems that may have conflicting requirements, which often do not have pre-determined guidelines and require modification of existing procedures. Records management affects the student services on campus and the incumbent must ensure the administrative ease and effectiveness while ensuring both access and protection of privacy. This requires the ability to manage priorities and adapt quickly to change and arising problems and issues. Attention to detail and the ability to balance several conflicting agendas from different areas of the university is required. Organizational skills are important to administer the records management program and archives as they are inextricably linked in process and between administrative units. 3. ACCOUNTABILITY This position is responsible for applying classification and retention schedules to numerous records; legal, financial, contracts, personal information, and academic. It is necessary for the incumbent to schedule records for destruction, transfer to the archives and apply the classification to current records. If the records are destroyed and they should not be, or if the classification system renders records lost the responsibility would rest with the incumbent and would lead the university loss of credibility and potential income. Inability to provide proper access to archival records could result in loss of information, duplication of information or loss of time by the record-creating administrator. Retaining records longer than they should be results in storage space issues (physical and electronic) and increased costs associated with storage. This position must work closely with the Access to Information and Assistant Privacy Officer to ensure the application of legislation dealing with access to information and protection of privacy are applied appropriately with record keeping and archiving obligations. Decisions and actions of the incumbent will affect the current work and future decisions of the Executive Team at the university. Many aspects of the position, in particular the records management function, will require Executive level support to approve and assist in the implementation of policies, procedures and reports to regulatory bodies. This position affects the daily work of individuals at the university as it will set new administrative procedures and processes in each of its areas of responsibility. The position is responsible for giving advice and assistance to record-creating units as to records management practices, access to information, and protection of privacy. If this advice is misleading or incorrect the repercussion could be deficient records management, loss of information, increased costs, duplication, fines, public embarrassment, and public reprimand. The repercussion of this sort of error could be legal ramifications, not having the records for defence or prosecution, loss of evidence of business decisions, loss of vital
records which could jeopardize adequate legal or financial interest of the institution and impact the university s reputation. 4. NATURE AND LEVEL OF CONTACT: a) purpose of contacts: To obtain university records and provide information and offer advice on a records management, and records archives. The contact on a daily basis is with managers and departmental administrators who can make decisions on records keeping in departments and offices on campus. The incumbent will need to coordinate with these individuals to apply records management and archives principles to the files in each office. The incumbent has frequent contact with personnel at other universities, private institutions, archival organizations, government and others for purpose of information exchange, training, and responding to inquiries. b) level (check one) - regular and continuous only and as specified in Part 'C' other employees in same work unit or office the above plus students; faculty in the same work unit; or employees from other Departments or offices at a similar job level to the incumbent. the above plus the general public, faculty and staff at a more senior level from other departments or staff at equivalent levels outside the university. _X all the above plus senior University executives and senior officials from Government, private industry, other universities, etc. 5. SUPERVISION/MANAGEMENT CONTROL EXERCISED: a) Describe the type of supervisory/management control exercised. Indicate responsibility for overall direction of a section/department/unit either independently or through subordinate supervisors if applicable. The incumbent along with the University Secretary will be required to supervise and provide direction to co-op students, casual staff, and grant employees. b) Indicate the level of employees directly (not through subordinates) supervised. i X_ primarily support ii primarily specialized technical, administrative or journeyman trades iii primarily supervisors of (ii), or managers of section consisting of (i) employees iv primarily management level
c) Indicate number directly supervised. X 1-5 6-10 10 + Signed by: Employee Date Approved by: Immediate Supervisor Date Department Head Date