Digital Accessions Specialist
University of Chicago
Under the direction of the Head of Archives Processing and Digital Access, and
in collaboration with the Director of the Digital Library Development Center,
the Digital Accessions Specialist (DAS) is a liaison between content providers
and the Library's Digital Repository, helping to set policies, priorities, and
best practices for both collection management and technical processes.
The DAS establishes physical and intellectual control over electronic records,
born digital collections, and retrospectively digitized materials received by
SCRC, and performs pre-accessioning and accessioning procedures for files
deposited by Library and other University staff in the Digital Repository. The
DAS participates in designing, refining and implementing workflows and
procedures for acquiring and accessioning electronic records, born digital
Intellectual Access for Electronic Records (50%)
* With the Head of Archives Processing and Digital Access, manages and establishes relationships with University offices, divisions, departments, faculty members, organizations, and Library donors to ensure the orderly and systematic transfer of electronic records from University offices and donors to SCRC
* With other SCRC and DLDC staff, consults with University offices and Library donors on best practices for storage, maintenance and description of electronic records and other digital objects
* Coordinates and consults with Library staff in other units, particularly the Preservation Department, Maps Collection and Dissertation Office, to ensure that digital files created or received by these units are transferred, preserved and described, and are complete and organized correctly prior to transfer
* Transfers electronic records received on physical media as part of archives and manuscripts collections to the digital repository and determines appropriate migration procedures for obsolete files and formats
* Creates, maintains and ensures accuracy of accessions records, inventories, files and databases for electronic accessions
* Collaborates with the Archives and Manuscripts Accessions Specialist to ensure that records for collections containing both analog and digital materials are accurate and complete
* Using data collected as part of SCRC's accessioning process, creates collection and accession level records for new deposits in the digital repository
* Evaluates content of unprocessed electronic records with special focus on identifying sensitive and restricted material
* Evaluates and makes recommendations for developments, refinements and implementations to procedures and workflows for electronic record accessioning, description, and management
* Researches, recommends and implements policies, standards and practices for electronic records and collections in digital form
* Identifies, evaluates, and recommends tools and resources for new digital collection initiatives, including collection of email and web resources
* Edits XML-encoded archives and manuscripts finding aids to incorporate links or references to digital files
* Participates in discussions of digital repository and Special Collections initiatives and procedures with representatives of other institutions, consortia and digital preservation initiatives
* Responds to staff questions about status, content and storage location of electronic records
* Maintains statistics on holdings, incoming collections, file requests, and other data required for fiscal reporting
Electronic Records Accessioning, File Management and Processing (40%)
* Performs pre-accessioning evaluations on new deposits, including:
* Evaluates and determines constraints, including rights and permissions and embargo periods
* Reviews descriptive metadata and manages problem resolution
* Evaluates valid structural metadata as necessary
* Ensures consistency in file and folder naming as necessary
* Evaluates and determines when to convert files to formats suitable for long-term preservation, as necessary
* Generates descriptive metadata for new accessions
* Generates required technical and structural metadata for new accessions
* Creates rights statements for new accessions
* Recommends and implements workflows for deposit and accessioning best practices
* Evaluates and recommends tools to facilitate and improve accessioning, processing and preservation of digital objects
* Manages workflow compliance through collaboration with depositors, including evaluating deposits for quality and completeness of files and metadata
* Serves as a member of the digital repository management team and coordinates meetings and discussions
Other Responsibilities (10%)
* Contributes to SCRC, DLDC and Library goals
* Submits regular reports on archives and manuscripts electronic records accessioning and related Digital Repository responsibilities
* Serves as a member of Library committees and working groups
* Pursues and maintains knowledge of current developments in information technology, digital curation and electronic records management
* Bachelor's degree required.
* Minimum of 1 year relevant library or related experience required.
* Previous experience working with electronic records required.
* Fluency with Unix/Linux command-line tools to perform automated tasks required.
* Ability to work in both Microsoft Windows and Mac OS environments required.
* Excellent writing skills and organizational skills required.
* Ability to manage multiple concurrent projects and shifts in priority required.
* Sound independent judgment and discretion required.
* Excellent problem-solving skills required.
* Ability to work effectively and collegially with University staff, administrators, faculty, and donors required.
* Ability to work effectively and collegially with supervisors, peers, and other staff required.
* Ability to work well independently required.
* Ability to handle confidential matters with prudence required.
* Familiarity with word processing, spreadsheet, and database management programs and online library information systems required.
* Ability to conceptualize and manage large collections in diverse formats required.
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