ARCHIVES AND RECORDS MANAGEMENT SPECIALIST
#2210
General Characteristics:
An Archives and Records Management Specialist is responsible for technical activities associated with the operation of an archives and records management program; sets up records retention schedules and decides which College records to maintain in permanent collections according to State and federal laws and College policies; assists departments in analyzing their needs relative to the retention, storage, retrieval and final disposition of records; does related work as required. Work requires well-developed verbal skills to exchange technical information and excellent organizational skills. Physical strength and agility are required to lift, carry, store and retrieve boxes of records.
Examples of Work:
Develops and updates College records retention schedules providing for temporary or permanent storage of documents and records, subject to legal approval of the State Archivist; provides for transfer of records into storage by advising departments of retention periods for their records, reviewing inventories and arran7ing for the physical transfer of records to storage; protects confidentiality of records in the custody of the records management program.
Locates and retrieves records in storage areas of departments, as requested; returns retrieved files to storage.
Notifies departments of impending destruction dates for their records and obtains authorization to destroy records as scheduled; arranges for destruction of records; tracks actions required before destruction,, such as microfilming, departmental review, etc.
Maintains computerized databases containing college contracts/ agreements and documents interpreting labor relations contracts; maintains computerized database of descriptive data for the Archives, requiring knowledge of in-house procedures, as well as the MARC: a.m.c. format (Machine Readable Cataloging, archives and manuscript control) used by libraries; designs research screens, sort sequences and report formats for Archives database; maintains computerized database of retrieval information in order to facilitate retrieval, track loaned records and calculate descriptive statistics; maintains Archives database by updating table files, user codes and back-ups.
Maintains a file of computer output microfilm; maintains photo- graphic records including appraisal, acquisition., sorting, preservation and reference of materials.
Develops and updates disaster contingency plan for effective response to events which threaten loss of data or physical destruction of records (e.g. water damage); monitors environmental conditions of storage areas in order to determine potential threats to permanent records.
Processes records of permanent value by conducting appraisal, implementing basic conservation procedures, and arranging and describing the records to facilitate access.
Performs research using records stored in archives; arranges for exhibits of historical information from archives.
Knowledge, Skills and Abilities:
Considerable knowledge of archives and records management theory and practice; knowledge of applicable statutes, rules and policies governing the archiving and retention of records; skill in appraising, arranging, categorizing and describing archival material; skill in word-processing and use of computer database applications; ability to calculate descriptive statistics and identify trends; ability to learn the history and policies of the College; ability to handle the storage and retrieval of information in an accurate, consistent and thorough manner; ability to plan and complete projects under general direction; ability to communicate effectively orally and in writing; ability to work cooperatively and effectively with others; ability to lift and carry boxes of records weighing up to 30 pounds; ability to operate typewriter, microcomputer, shredder and microfiche reader/printer; ability to work safely.
Supervision:
Reports to and works under the general supervision of the Library Director. Work is performed independently according to archival and records management procedures. General instructions as to the scope of work and priorities are provided by the supervisor. Employee is responsible for daily operations, with the supervisor available to consult on problems and policy decisions. .
This position may provide input into hiring, assign tasks, provide priorities, train and check the work of hourly employees and student assistants.
Minimum Qualifications:
One year of post-secondary education in library science or archives and records management is required. Two years of experience in archives or a library is required. Part of this experience must include computer database applications for retrieval of information.
Equivalent combination of training and experience will be considered qualifying.
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