Special Collections & Record Retention Specialist - Library

TITLE

Special Collections & Records Retention Specialist

JOB SUMMARY

The Special Collections & Records Retention Specialist is responsible for the ongoing operations of the University's records retention and management activities as part of the Special Collections & University Archives Department and processing new and existing archival collections in a wide variety of media formats. They participate in duties associated with full cycle records retention services including the creation of record retention schedules, finding aids, and digital collections for archival material, as well as providing training for university staff. The person in this position will also be responsible for providing archival care, collection curation, and preservation for special collections and assisting patrons with research services; students with primary resources; and provides high level research services to scholars, educators, journalists, and filmmakers. Work is performed under administrative direction and performance is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system in accordance with the University Policies and Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Director, Special Collections and University Archives

Supervises: May supervise student assistants directly or indirectly

ESSENTIAL DUTIES - May include, but not limited to the following:

• Supports the daily operations of the records management area by providing full cycle records management services for the University's inactive records including, disposal services for confidential and sensitive records.

• Plans, schedules, and implements records retention work flows.

• Responsible for creation and management of records retention schedule for the University Archives.

• Assists in the preparation of procedure manuals and documentation for the Records Management Program.

• Organizes and maintains filing system and correspondence for the Records Management Program.

• Complies with federal, state, and university policies for records management and retention.

• Responsible for reviewing records retention schedules and governmental record keeping requirements to determine timetables for transferring active records to inactive, archival storage, and/or for destroying obsolete or unnecessary records.

• Communicates and interacts with units across campus to determine record and information management needs.

• Coordinates the transfer of records scheduled for retention by the University Archives.

• Promotes improved records management practices across the University as a whole.

• Documents standards, policies, and best practices related to records management.

• Develops informational materials and other print resources that describes and promotes Records Management Services to the University community.

• Implements a training program for staff and organizational units to support records management that meets state retention requirements.

• Maintains and disseminates information about the records management program via reports, web pages, and publications.

• Maintains Records Management database by updating existing information to include, but not limited to, university record information, destruction review lists, work order for deliveries/pickups, etc.

• Responsible for the timely disposal of records once they have met the assigned retention period.

• Develops and maintains professional skills by participating in continuing education and professional development activities such as workshops, conferences, and seminars.

• Manages the collection of departmental statistics including generating reports to evaluate and assess usage of materials and patron demographics.

• Analyzes statistical data and makes recommendations to streamline processes and enhance workflows.

• Works with the Special Collections & University Archives staff to ensure that materials of intrinsic historical value are transferred for preservation.

• Serves as an ambassador for the Libraries and its records management program across the University.

• Performs receptionist duties and maintains filing system and correspondence for the department.

• Answers routine questions regarding record retention schedules and access of special collections; resolves patron issues; and completes service requests submitted via email, phone, and/or in-person.

• Analyzes, organizes, describes, sorts, and arranges collections according to professional best practices and national standards.

• Prepares documents, photographs, clothing and textiles, and artifacts for storage and filed in its proper location for retrieval.

• Maintains databases and creates collection level records for special collections and university archives.

• Facilitates the creation / acquisition, processing, storage, and preservation of special collections.

• Establishes, refines, and documents guidelines, procedures, and workflows for archival processing and cataloging in accordance with national standards and best practices.

• Accessions new collections and updates acquisition files and databases.

• Researches and creates robust metadata, finding aids, indexes, bibliographies, and other tools to aid scholars in accessing archival materials. Arranges, describes, re-houses, catalogs, and creates DACS and EAD-compliant finding aids for archival collections.

• Maintains the quality and accuracy of bibliographic and related records in the library's content management system, CONTENTdm, through updates, corrections, and authority control.

• Assists patrons on the use of databases and other library resources face-to-face, on the phone, and online as needed.

• Analyzes unprocessed incoming and legacy collections and assists in developing processing plans.

• In consultation with the Director of Special Collections & University Archives, selects and processes manuscript collections.

• Performs preliminary appraisal and provides necessary special processing instructions and information for major manuscript accessions as necessary.

• Acquires materials in all formats and contributes to access and use of the special collections.

• In consultation with the Director of Special Collections & University Archives, coordinates preservation activities and participates in setting preservation, conservation, and security priorities.

• Assists in managing administrative and donor records for all special collections and university archives.

• Interacts with prospective donors and negotiates the transfer and disposition of collections and deeds of gifts.

• Participates in shifting and stacks maintenance of special collections.

• Coordinates museum loans including preparing and negotiating loan agreements and scheduling the delivery of materials.

• Participates in public service hours in the Catherine Merchant Reading Room as well as fulfilling external requests.

• Engages in relevant professional development activities.

• Tracks inquiries, service requests, time, consultations, and number of boxes destroyed and/or for storage for reporting purposes.

• Recommends purchase of storage, retrieval, or disposal equipment based on knowledge of equipment capability and costs for the university archives to support the records management and retention program.

• Creates university and departmental forms in Adobe Acrobat, Excel, MS Word and Google.

• Provides reference and research support to TWU personnel and external patrons inquiring about the university history and the holdings that are part of the Woman's Collection.

• Assists in the preparation of procedure manuals and documentation of archival and collection systems.

• Digitizes and creates metadata for records that have intrinsic historical value to upload to the TWU Libraries Institutional Repository.

• Supports the curation, research, installation, and deinstallation of exhibits.

• Work with the Digital Curator on content for social media posts.

ADDITIONAL DUTIES

• Represents Special Collections and University Archives to external bodies across campus.

• Performs other duties as requested.

EDUCATION

Bachelor's degree required, preferably in a related field such as Business, Public Administration/Policy, or Information Technology.

EXPERIENCE

Five years of previous academic library experience required. Experience working with desktop computer technology required. Experience with records management, women's history, visual acumen, working with faculty, staff, and donors external to the libraries, and capacity to thrive in a changing environment preferred.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position. Must possess a valid Texas driver's license. Must maintain confidentiality of work related information and materials.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Knowledge of Texas State Libraries and Archives Commission guidelines, policies, procedural requirements, and retention schedules.

• Knowledge of state and federal laws, regulations, methods, and techniques associated with records management including Texas Government code 13, 1.10 and 444.183.

• Knowledge of the Open Records Act, Freedom of Information Act, Health Insurance Portability and Accountability Act, Family Educational Rights and Privacy Act, and other regional, state, and national privacy laws that may impact retention practices including destruction.

• Knowledge of practices and standards adopted by the National Archives and Records Administration.

• Knowledge of best practices for managing and preserving digital collections.

• Knowledge of data management issues and trends including knowledge of applications for organizing and managing research data.

• Demonstrated presentation and project management experience.

• Knowledge of archival practices and records maintenance skills.

• Knowledge of electronic records management and digital preservation theory principles, practices, and methodology.

• Proficient in Microsoft and Adobe software including Word, Excel, Access, Publisher, Photoshop, InDesign, Illustrator and Google Office Suite.

• Proven marketing experience including development of print collateral and electronic content.

• Advanced research skills using electronic and printed sources.

• Ability to utilize computer technology to access, gather, compile, examine, arrange, and analyze data and generate reports and communicate with others.

• Exceptional interpersonal communication, presentation, and public speaking skills and the ability to effectively communicate orally and in writing.

• Ability to champion the benefits of preserving women's history especially papers, documents, records, photographs, video, audio, artifacts, clothing, textiles, ephemera, and born-digital assets.

• Ability to problem-solve and prioritize.

• Ability to work independently and creatively, collaboratively, and effectively as a team member and independently to promote teamwork within the organization and to maintain effective work relationships with a wide range of constituencies in a diverse community.

• Ability to organize work effectively, conceptualize and prioritize objectives, and exercise independent judgment based on an understanding of organizational policies and activities.

• Ability to interpret, adapt, apply, and integrate resources, policies, and information for the determination of procedures, solutions, and other outcomes.

• Ability to handle multiple and simultaneous tasks with ease.

• Ability to work effectively with a variety of groups and different audiences.

• Attention to detail, accuracy, follow through, and highly organized.

• Ability to deal well within a fast-paced and changing environment.

• Ability to deliver a superior customer service experience to a broad range of patrons.

• Ability to foster a cooperative work environment.

• Ability to use digital cameras.

• Ability to implement short and long range goals.

• Ability to lead and train student assistants and to organize and schedule work assignments.

• Ability to type and use a personal computer and other office equipment, including related university software and email.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The physical demands of this job include: repetitive hand motion, bending, stooping, crouching, reaching overhead, pulling, pushing, kneeling, squatting, ascending and descending ladders, lifting up to 40lbs, and eye strain from computer work. The employee is required to travel to represent the Special Collections & University Archives Department at events and is required to work occasional evenings and/or weekends.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment. Employee may be exposed to conditions that affect the respiratory system, such as fumes, odors, dusts, mites, gases, or poor ventilation.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.