Rhode Island Department of State/Secretary of State
August 9, 2018
Providence, Rhode Island
$51,729 - $58,435 annually
Full Time - Experienced
The Digital Archivist will lead the State Archives digital program and increase capacity to address related programmatic needs, issues of records management, and establish best practices for increasing public access to digital materials in a way that enables the Department of State to achieve its mission: to engage and empower all Rhode Islanders by making government more accessible and transparent, encouraging civic pride, enhancing commerce and ensuring that elections are fair, fast, and accurate.
The State Archives and Public Records Administration is a unit within the Division of State Archives, Library & Public Information, a division that works to ensure that information about Rhode Island government and history is easily available and readily accessible to all Rhode Islanders. The Digital Archivist is a hard-working individual who is dedicated to connecting Rhode Islanders with accurate, timely, and responsive information about their historical documents and government records in a prompt and professional manner. S/he has a passion for excellence and innovation, a desire to implement emerging technologies, and enthusiasm for collaboration and fostering strong relationships with the Department’s partners and constituents. S/he must also welcome the challenges and opportunities of the Department’s digital initiatives.
The Digital Archivist will provide advice and training regarding records management and transfer, data mapping between hybrid and born-digital collections, and the use of digital tools and techniques. S/he will prepare digital objects for preservation and access. The Digital Archivist will assist the State Archivist and Public Records Administrator in developing the web archiving program for the Division of Archives, Library, and Public Information. S/he will also be the lead resource for digital records management issues and solutions.
Administrative: Performs office work directly related to the establishment and implementation of electronic records policies, goals, and objectives.
In consultation with the State Archivist and Public Records Administrator, establish and implement electronic records policies, control schedules, goals, and objectives, that support the initiatives of the Division of State Archives, Library, & Public Information and the Department of State.
Cooperate with and assist state and municipal agencies, individuals, and other institutions on projects designed to facilitate and enhance digital access related to Rhode Island history, government, and culture.
Work with the State Archivist and Public Records Administrator to ensure ongoing and proper care of digital archival collections. Collaborate with IT and eGov to store, protect, and preserve born-digital and hybrid governmental records for increased public access.
Assist in the process, ingest, and workflow for the routine acquisition, preservation, and access of born-digital materials given to the State Archives, including email, websites, social media, and other electronic records. Promptly inventories, appraises, identifies, and processes records; develops retention and disposition schedules expeditiously; and updates as needed.
Coordinate the transfer of digital materials from a variety of current and legacy media formats such as tapes, floppy disks, CDs, and hard drives, and implement mechanisms for ensuring the authenticity, preservation, and access of this material.
Assist in creation, update, and distribution of clear, plain-language recommendations, guidance and other materials regarding digital archives and records management. Conduct seminars and provide direction and training to partners on digital archives, records management, use of the online catalog, and other electronic resources as needed.
Stay up-to-date on current trends and practices in quality cybersecurity and coordinate with IT and eGov on cybersecurity for digital repository and archives software.
Create and maintain finding aids that comply with industry standards.
Conduct, promote, encourage, and assist with research about Rhode Island history, government, and culture in the reference and reading room, and as otherwise needed.
Attend professional conferences and represent the State Archives and Public Records Administration at public and professional presentations.
Perform other Department of State tasks and duties as necessary.
EDUCATION AND EXPERIENCE
Master’s Degree in Library Science accredited by the American Library Association, with a concentration or demonstrated coursework in archival studies or digital archives, or any combination of education and experience that shall be substantially equivalent to the previously described education and experience.
KNOWLEDGE, SKILLS & ABILITIES
Ability to multi-task and work in a dynamic, time-restricted environment. Ability to work under pressure with good humor.
Ability to communicate clearly and effectively, both in writing and verbally, with the public, supervisors, colleagues, vendors and state agency records staff. The individual must be an inclusive collaborator and be able to prioritize workloads.
Ability to think analytically and to develop new or revised systems, procedures, and work flow.
Strong customer relation skills and desire to meet and serve the needs of State Archives and Public Records Administration users.
Knowledge of current trends in digital preservation theory, standards, and technologies that enable effective archival processing and preservation of permanent digital records.
Experience applying metadata standards and schema for descriptive, structure, and preservation, such as DACS, EAD3, Dublin Core, METS, MODS, PREMIS, VRA core, TEI and MARC.
Ability to understand, use, and innovate within various methods of digital preservation, including the use of file packing formats, comprehensive software programs, and the OAIS reference model.
Knowledge of electronic records concepts and processes involving records retention, transfer, data migration, preservation, and access.
Knowledge of government information sources.
Knowledge of archival and records management standards, methods, theory, current trends, and practice, particularly the appraisal, acquisition, and disposition of records.
Experience with drafting and implementing records control schedules; knowledge of record keeping systems and the legal and fiscal issues governing records.
Knowledge of federal and state public records laws, confidentiality, privacy, and copyright laws and requirements.
Ability to lift and carry heavy boxes weighing on average 30-40 pounds.
Digital Archivist Specialist Certification
Experience with one or more of the following: Archon, ArchivesSpace, KOHA, Omeka, Preservica.
Applicants should submit a cover letter, resume, and copies of academic transcripts when completing the application on www.Apply.RI.gov
About Rhode Island Department of State/Secretary of State
The Rhode Island Department of State is a modern gateway connecting Rhode Islanders and their government.
The Rhode Island Department of State engages and empowers all Rhode Islanders by making government more accessible and transparent, encouraging civic pride, enhancing commerce and ensuring that elections are fair, fast and accurate.
Duties of the Secretary of State
The Secretary of State is the state’s third ranking elected official, following the Governor and Lt. Governor. State law gives the Secretary of State many different duties. As Rhode Island’s chief elections officer, the Secretary of State registers voters, prepares ballots, certifies election results and administers oaths of office. The Secretary of State also works with companies registered to do business in Rhode Island – more than 70,000 in all. State laws and other official acts, such as issuing bonds, must be signed by the Secretary of State in order to make them official. The Secretary of State is also charged with regulating lobbying activity in the Executive and Legislative branches of state government. In addition, the Secretary of State also processes, preserves and gives the public access to hundreds of thousands of historic documents and public records.