Digital Accessions Specialist

— Chicago
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Created: May 24, 2012


Digital Accessions Specialist: Under the direction of the Head of Archives Processing and Digital Access, and in collaboration with the Director of the Digital Library Development Center, establishes intellectual control over electronic records, born digital collections, and retrospectively digitized materials received by SCRC, performs pre-accessioning and accessioning work for files deposited by Library staff and others in the Digital Repository, and participates in designing, refining and implementing workflows and procedures for acquiring and accessioning electronic records and born digital materials.

Along with the Archivist for Processing and Digital Access, manages ongoing accessioning 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. Transfers electronic records received on physical media as part of archives and manuscripts collections to the digital repository. Creates, maintains and ensures accuracy of accessions records, inventories, files and databases for electronic accessions. Collaborates with the Archives and Manuscripts Accessions Manager 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 and management. Recommends and implements policies, standards and practices for electronic records and collections in digital form. 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.

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; creates 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; manages workflow compliance through collaboration with depositors.

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 and electronic records management.

  • Minimum of one year relevant library or related experience required.
  • Previous experience working with electronic records required.
  • Previous work experience with Unix/Linux command-line tools to perform automated tasks 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.

Last updated: Tuesday, February 28, 2017 23:47 UTC