DEFINITION

Responsible for arranging, describing, preserving and providing access to Burlington records with long-term, historical value. Majority of the collection consists of official town records, with approximately 5% unofficial records, primarily photographs and maps. Recommends and implements records reformatting, indexing, and delivery solutions for permanent and inactive records. Maintains record keeping systems, including database catalog, EAD-encoded finding aids, acquisition register and indexes. Provides reference services to town departments and general public.

DISTINGUISHING CHARACTERISTICS

Operates as a division of the Town Clerk's office, adhering to laws pertaining to public records.

Manages archives and records center, in coordination with Town Clerk.

Work is performed under typical office conditions, as well as inactive records storage areas. May involve exposure to dust and/or mold and may require the ability to lift boxes up to 40 pounds. Noise level is quiet, except for routine interactions during the work day.

May involve contact with general public, businesses, lawyers, court personnel, town employees, municipal boards and committees, state and federal employees, vendors, town/school departments. Contacts require courtesy and discretion; communications by telephone, personal discussion and correspondence, including email.

Regularly deals with confidential information; communication content frequently pertains to public information, managerial and administrative actions; information managed requires the application of appropriate judgment, discretion and adherence to professional code of ethics e.g., Society of American Archivists (SAA) and Association of Records Managers and Administrators (ARMA).

Designs information delivery systems, in conjunction with Department Heads and MIS.

Writes retention schedules, researching retention periods as necessary.

Designs and presents training material for Department Heads and staff

Supervises part-time volunteers, interns and Council on Aging (COA) employees.

Errors could result in customer inconvenience, delay and misunderstanding. Errors could have public and private financial and legal repercussions and cause adverse public relations.

Operates computer systems and devices, telephone, standard office equipment and microfilm reader/printer/scanner and scanner.

EXAMPLES OF WORK

Provides reference services to internal and external audiences by providing access, interpreting finding aids, giving instruction on the proper handling of materials and providing knowledge of the records relevant to the individual researcher’s needs. May respond in person, by phone, email or fax. May refer researchers to other resources, as needed.

Performs inventories of active and inactive record storage areas and coordinates scheduling of records disposition; recommends active and inactive records storage periods, in coordination with Supervisor of Public Records Records Management Unit.

Processes records according to archival principles and standards e.g., Society of American Archivists (SAA) and creates finding aids and indexes for internal and external use.

Preserves records by identifying endangered materials and level of conservation work needed; provides basic repair and preventive preservation for paper records.

Creates MARC-AMC structured records, utilizing APPM[1], AACR2[2] and Library of Congress Subject Headings.

Creates HTML and SGML encoded finding aids, utilizing Encoded Archival Description (EAD) Document Type Definition (DTD), as maintained by the Society of American Archivists (SAA) and Library of Congress.

Coordinates participation in Library of Congress’ National Union Catalog of Manuscript Collections (NUCMUC), National Inventory of Documentary Sources (NIDS) and other shared national/international systems, as they become available.

Maintains archival collections management information, including up-to-date shelf list inventory and transfer records. Maintains data in MARC-based database, utilizing data for production of electronic finding aids.

Researches, plans, develops and implements long and short-range goals for the archives and records center, in coordination with the Town Clerk.

Drafts policies and procedures related to records management for review by Department Heads, Town Administrator, Board of Selectmen and Town Meeting, as appropriate.

Recommends, implements and manages reformatting projects e.g., microfilm, copy photography, digital imaging; may also prepare records for reformatting, including creation of targets, in accordance with Records Management Unit, International Standards Organization (ISO) and Association for Information and Image Management (AIIM) guidelines.

Recommends and assists with implementation of records storage and indexing solutions; may develop databases and information access systems, as time allows.

Attends professional meetings, conferences and training seminars to stay abreast of changes and trends in archives and records management practices.

Assists with the preparation of the department budget, researching new purchases and reformatting costs; may purchase supplies and equipment.

Utilizes collections for outreach, including curriculum and exhibits.

Trains Town Clerk’s department in archives and records center standards and procedures.

Presents records management training for town staff.

Recruits, trains and supervises interns, volunteers and COA employees.

Researches new technologies, automation and new software and hardware for archives and records center, as needed.

May research grant sources and write grants.

Requires judgment and initiative in planning, organizing, directing and performing the work of assigned areas of responsibility.

Authors and types a variety of letters, memoranda, reports, and other documents; answers the telephone and assists the general public.

Performs other related work as required.

RECOMMENDED MINIMUM QUALIFICATIONS

Education and Experience

Requires specialized graduate-level coursework in archives management. Prefer Masters in Library/Information Science and three years experience in archives, records management and/or information settings. Certified Archivist (CA) and/or Certified Records Manager (CRM) certification preferred. Preference will be given to candidates with experience in records management and computer technology.

Knowledge, Ability and Skill

Considerable knowledge of contemporary archival and records management principles and practices; considerable knowledge of creating and maintaining databases, preferably Microsoft Access; knowledge of descriptive cataloging principles, USMARC format and archives use of the Internet; knowledge of Encoded Archival Description (EAD) and HTML; considerable interpersonal, organizational, planning, project management and oral and written communication skills; ability to analyze and solve complex problems pertaining to archival methods and procedures. Prefer some supervisory ability and experience and previous experience managing reformatting projects. Prefer experience with automated storage and retrieval systems, electronic records, database design/management and electronic publication.

Ability to plan, organize and manage; ability to develop budgets; ability to train other staff members; ability to conduct and maintain good public relations; detail-oriented; ability to recall/access rules, regulations and laws relating to archives/records center and public record; good organizational, communication and customer service skills.

PHYSICAL REQUIREMENTS

Work involves standard office setting, with ability to operate office equipment. Also involves work in inactive records storage areas. Both environments may involve exposure to dust and/or mold and may require the ability to lift boxes up to 40 pounds.