The Archives Coordinator maintains and documents archival collections, both corporate and historic, at the Region of Waterloo Museums and Archives (Ken Seiling Waterloo Region Museum, Doon Heritage Village, Schneider Haus, McDougall Cottage, and Region of Waterloo Archives). Identifies and appraises corporate records for archival value and to meet legislative requirements. Provides access to the archival collections (in person and online) to community members.
Duties/Responsibilities
- Receives and assesses archival donation offers from the public and other institutions. Makes recommendations to management, in consultation with the Conservator and Collections Coordinator and Registrar, on suitability of donations per acquisition policies and procedures. Works to include the experience, perspectives, and material culture of Black, Indigenous, and People of Colour (BIPOC) communities in the archives and associated knowledgebase. Refers unaligned donations to appropriate organizations.
- Works with the Information Management and Privacy team to ensure corporate archival records are identified and acquired per retention schedules and transferred to the Region of Waterloo Archives. Works with the team to answer Freedom of Information (FOI) requests as required.
- Completes paperwork for new archival acquisitions (donations, transfers, purchases) to ensure compliance with legislation and establish legal ownership.
- Ensures archival items are accessioned and catalogued per standards and practices, including electronic and born-digital records. Coordinates the creation of subject finding aids.
- Provides research and reference services for the archival collections to regional staff and the public. Ensures customer service in the Archives Reading Room per protocols and in response to research and reference questions. Recommends projects that provide improved access to the archival collections. Provides tours of collection spaces as required.
- Provides guidance to and checks the work of contract staff, students, interns, and volunteers when they temporarily support the team.
- Instructs regional staff on how to archive records and provides instructions to departments on what should go to archives. Explains processes to staff across the Region on how to search and access specific documents and information (e.g. Council Indexing Packages) that may be in the Archives or may be with the Information Management and Privacy team.
- Assists clients (researchers, other staff) in accessing documents within the Archives and alternative information sources and assists with document interpretation.
- Monitors the security, handling, and use of archival materials by external researchers. Coordinates with Conservator to ensure proper storage of archival collections.
- Establishes and maintains cooperative working relationships with staff at other archival and heritage institutions throughout Waterloo Region, and with area municipal Clerks and Records Managers.
- Administers the archival descriptive database and coordinates the uploading of data and images to the online database.
- Administers agreements for image reproduction from archival and artifact collections with the public and other institutions.
Additional Duties/Responsibilities
- Assists management and the Collections Coordinator and Registrar to develop and maintain collections policies and procedures. Consults with the Conservator and the Collections Coordinator and Registrar on care and disposition of artifacts in archival collections.
- Assists management to examine the archival collections and identify items for deaccession per policies and procedures.
- Completes paperwork for incoming and outgoing archival loans per procedures and policies. Assists to coordinate shipping and receiving in consultation with the Conservator. Implements loan agreements (e.g. relating to packing, shipping, security, insurance).
- As a content expert for processing archival collections, provides advice to colleagues at lower area municipalities and other institutions on best practices in archival management, and answers questions about digitization processes, recording oral histories, and other relevant archival functions.
- Orders and maintains archival supplies in consultation with the Conservator. Has a purchasing card.
- Performs related duties as assigned.
Knowledge, Skills, and Abilities
- Knowledge and skills are acquired through a Master’s degree in Information Science, Library Science, or Archival Studies plus 2 years of related experience. A Bachelor’s degree plus a 2-year related post-graduate certificate, plus 3 years of related experience is considered equivalent.
- Knowledge of archival practices, including Rules for Archival Description (RAD), digital preservation, and archival descriptive databases.
- Knowledge of and ability to comply with corporate policies, procedures, and related legislation (e.g. Municipal Act, copyright, MFIPPA, PHIPA).
- Knowledge of information management practices, records retention scheduling, and life cycles of records.
- Ability to read and interpret reports, correspondence, and publications. Ability to write/edit descriptive finding aids, correspondence, reports, procedures, and instructions.
- Communication and interpersonal skills to deliver presentations, seminars and workshops for professional audiences, the public, and interest groups; respond to questions from staff and the public; coordinate paperwork with internal and external stakeholders; and participate as an effective team member.
- Computer skills with ability to use software such as Microsoft Office, database systems, and the ability to apply information technology to archival functions.
- Must have a valid G Class driver’s license (or G2 with 3 years of driving experience) and satisfactory driving record to operate a corporate vehicle.
- Ability to handle information with confidentiality and discretion.
- May be required to flex/alter daily schedule and may be occasionally requested to work weekends.
- Ability to travel within and outside Waterloo Region.
- Ability to support and demonstrate the Region’s values.
