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Recent News and Events
JOB POSTING: Director, Archival & Information Management
3/17/2008
Director, Archival & Information Management
Regina, Saskatchewan
Permanent
The Saskatchewan Archives Board has a challenging opportunity for a dynamic, highly skilled strategic leader to provide vision and direction to a team of professionals in the position of Director, Archival and Information Management. Reporting to the Provincial Archivist, this position will guide and direct the archival and information management functions as they relate to the Government of Saskatchewan and the people of Saskatchewan as mandated in The Archives Act (2004).
As the successful candidate, your knowledge of archival and information management theory and practice, particularly as it relates to the Government of Saskatchewan and the historical development of the province and as reflected in the policies and practices of the Saskatchewan Archives Board, combined with strategic management experience will provide leadership to the functional units and 40 staff charged with fulfilling the mandate. Your strong interpersonal skills will ensure productive working relationships with key stakeholders, which is critical to achieving the Archives' goals and objectives.
As well as participating in the Executive Management Committee, the Director supervises and is responsible for the following functional units: Information Management, Appraisal and Acquisition, Records Processing, Legislative Compliance & Access, Reference & Outreach and Collection Management & Preservation. You can find a full job description below.
Typically, the knowledge and skills required for the position would be obtained from a master's degree in the humanities, social sciences or archival science or equivalent combination of knowledge and expertise as well as several years of management experience.
Members of executive management at the Saskatchewan Archives Board are appointed in accordance with The Archives Act (2004)and are not appointed through the Public Service Commission. The Saskatchewan Archives Board is an institution that functions at "arms length" from executive government but that works closely with, and receives the bulk of its funding from, executive government. This is an out-of-scope position that is classified by an independent human resource consultant in alignment with the Government of Saskatchewan Management Class Plan. This position is classified as equivalent to the MCP 10 level with the salary and benefits associated with this level.
For more information, please check our website (www.saskarchives.com) or
phone 787-8686.
To apply, please submit a letter of application and resume by 5:00 p.m. on March 28th, 2008 to:
Ms. Christal Lintott
Manager, Human Resources and Administration
Saskatchewan Archives Board
3rd Floor 1870 Albert Street
Regina, Saskatchewan
S4P 4W1
JOB DESCRIPTION: DIRECTOR, ARCHIVAL & INFORMATION MANAGEMENT
Reports to: Provincial Archivist
Direct Reports:
Chief Archivist, Reference Unit; Chief Archivist, Records Processing Unit; Chief Archivist, Appraisal & Acquisition Unit; Chief Archivist, Information Management Unit; Chief Archivist, Legislative Compliance & Access Unit; Chief Archivist, Collection Management & Preservation Unit (5 Level 11's and 1 Level 12)
GENERAL
Reporting to the Provincial Archivist, the position develops and implements initiatives that are global in nature, and is responsible for the direction of the archival and information management functions of the Saskatchewan Archives (currently 36 FTE's).
Member of the Executive Management Committee (with the Provincial Archivist and the Manager, Administration & Support Services) which is charged with strategic and current planning for the Saskatchewan Archives Board as well as developing policies, defining directions and reviewing initiatives and decisions of program managers and administrators.
During extended absences of the Provincial Archivist, the Director carries out the responsibilities of this office as Acting Provincial Archivist.
The Director is, in part, responsible for the strategic direction of information management within the provincial government and is responsible for developing and monitoring policies, guidelines, best practices and procedures relating to the classification, retention and disposition scheduling, and the orderly and accountable disposition of records of government institutions.
The Director is responsible for the acquisition and preservation of public and private records that define the collective identity of Saskatchewan's people. This includes the development of acquisition strategies that are relevant to current research themes and needs as well as strategies that anticipate future directions. These strategies are apply to individuals and groups that provide insights in areas such as public life, associations, corporate entities, unions, artistic and cultural activities, etc. and are inclusive of aboriginal groups, ethnic groups, the rural and urban experiences, etc. as well as the Government of Saskatchewan.
The Director manages the processes through which archival records are prepared for access by donors and the public and within which archival records are reviewed and assessed to determine when specific records or collections of records are eligible for public access.
KEY FUNCTIONS AND RESPONSIBILITIES
1. Executive Management
Participates in planning objectives, activities and related budgets and development of institutional policy and direction for the Saskatchewan Archives. This involves regular communications with the Provincial Archivist and meetings with the Provincial Archivist and the Manager, Finance and Administration.
2. Information Management
Supervise the Chief Archivist, Information Management and provide overall direction of the activities of the unit, many of which are mandated through The Archives Act (2004).
Activities include:
Providing information management advice to government institutions, local governments, non-profit organizations, etc.
Developing and maintaining accountable processes facilitating the disposition of government records that are eligible.
Developing, maintaining and revising as necessary the Administrative Records Management System (ARMS).
Providing consultative services to government institutions and Cabinet and Ministers of the Crown to develop Operational Records Systems (ORS).
Advising the Public Records Committee on current information management issues; supervising the preparation and presentation of schedules and policy/issue papers directed to the Committee.
Developing training curricula and training government clients in relation to core functions such as ARMS/ORS and records disposition.
Developing and circulating policies, guidelines, etc. to insure proper information management in government.
Assisting the Saskatchewan Archives with information management issues and processes.
3. Appraisal and Acquitition
Supervises the Chief Archivist, Appraisal & Acquisition and provides overall direction of the activities of the unit.
Activities include:
Appraisal of government records a) when a retention and disposition schedule is created and b) when individual records are eligible for final disposition.
Appraisal of non-government records. In some instances this will be initiated by A&A staff and in other instances it will be initiated by a potential donor.
Negotiation of agreements a) as defined in The Archives Act (2004) for public records and b) with non-government donors in consultation with the SAB solicitor.
Physical transfer of records with archival significance.
Will accession records with archival significance, documenting the transfer of ownership and responsibility from the donor to the Saskatchewan Archives Board.
Maintains communication with donors with regard to agreements, policies and procedures, future transfers (accruals), etc.
Manages the Control and Request System through which temporary transfers of government records to the donor department, etc. are facilitated.
4. Records Processing
Supervises the Chief Archivist, Records Processing and Descriptive Standards Officer (one position) and provides overall direction of the activities of the unit.
Activities include:
Maintenance and revision of The Archival Description Manual in accordance with the Rules for Archival Description.
General management of the content within the MINISIS application.
Arrangement and description of government and non-government archival records in all formats/media.
Coordination and maintenance of the list(s)(by priority) of records fonds and series to be processed.
Prepare necessary documentation and organize work of National Archival Appraisal Board members as necessary.
5. Legislative Compliance and Access
Supervises the Chief Archivist, Legislative Compliance & Access and provides overall direction to the unit.
Activities include:
Develops policies and procedures relating to access and privacy for the archival collection and operational and administrative records of the institution.
Trains staff in relation to these policies and procedures.
Reviews FOIPP requests and requests through the Reference Unit procedures to view restricted records.
Monitors the archival collection and determines when restrictions may be lifted (i.e. have served the period of time required).
Liaises with third parties (government officials, lawyers, individuals, etc.) wanting access to or utilizing restricted records.
6. Reference and Outreach
Supervises the Chief Archivist, Reference & Outreach and provides overall direction to the unit.
Activities include:
Provides reference services to a multi-faceted research community including government officials, media, interest groups and the general public in both Regina and Saskatoon. These services are provided in-person in both offices as well as by telephone and conventional and electronic mail.
Develops and maintains policies and procedures relating to public access.
Works with other functional units to insure that clients are aware of policies and procedures and to maximize client satisfaction. Works with Legislative Compliance & Access in terms of requests for restricted records, with Appraisal & Acquisition to insure clients are made aware of relevant collections and with Collection Management & Preservation to insure efficient organization of the archival record and appropriate procedures for transferring records from and to satellite storage facilities.
Monitors security in the reading room and reference as well as the archival storage areas adjacent to these public areas.
Public outreach through brochures, pamphlets, etc. as well as tours of the archives. Designs and provides staff for displays at conferences and other events and provides speakers for various community and professional events.
7. Collection Management and Preservation
Supervises the Chief Archivist, Collection Management & Preservation and provides overall direction to the unit.
Activities include:
Develop policies and procedures that will maintain the archival collection, and monitor activity to promote compliance.
Responsible for the allocation and movement of physical records within the archival collection and the maintenance of a locator database that identifies the location of any and all physical records.
Promote and facilitate proper maintenance of all physical records, taking into account particular needs for various media (i.e. photographs, microfilm, audio and video tape, film). This includes the maintenance of a proper physical environment and the use of proper procedures and materials.
Identifying records that would benefit from preservation reformatting and reformatting as budget and capacity permits.
Maintenance and review of policies and procedures relating to security and disaster response. Training staff and conducting periodic exercises. Liaising with SPM and building personnel as necessary.
8. Planning and Policy Creation
Maintains an awareness of how provincial, state and national jurisdictions relate to information management issues. Applies this knowledge to coordinate the development of policy guidelines for use by Saskatchewan government institutions.
Recommends and develops plans and policies related to the operations of the Archives and presents these to the Executive Management team for discussion and approval.
9. Council and Committee Involvement
Represents the Province of Saskatchewan on the Federal-Provincial-Territorial Records Council
Secretary to the Public Records Committee (PRC)
10. Information Management Within the Government of Saskatchewan
Sections 17 through 27 inclusive of The Archives Act (2004) define the "central government" function of the Saskatchewan Archives Board within the management of government information within provincial government institutions. The Director is often required to meet with a range of government officials including Ministers of the Crown, Deputy Ministers, Executive Directors, etc. to explain policies and procedures and statutory requirements and to modify behaviour within government institutions.
Primary influence is exercised in the coordination of operational activities within the broader concept of managing ongoing activities, and in the planning and development of specific program policies, methodologies or operational procedures, and strategies for implementation.
The Director has the authority to enforce policies and procedures relating to the disposition of records created or acquired by government, with the expectation that results are to be achieved through persuasion or compromise. Problems are often complex and significant, requiring the application of professional principles, methods and standards. A variety of solutions are achieved through initiative, judgment and discretion where only limited standardization exists.
11. The Maintenance and Enhancement of the Archival Collection
The Director leads the effort to acquire and preserve records in all formats that define the collective identity of Saskatchewan's people. This includes the development of acquisition strategies that are relevant to current research themes and needs as well as strategies that anticipate future directions. These strategies are applied to individuals and groups that provide insights in areas such as public life, associations, corporate entities, unions, artistic and cultural activities, etc. and are inclusive of aboriginal groups, ethnic groups, the rural and urban experiences, etc. Typical record formats include photographs, audio and video tape, film, textual and digital documentation, maps, architectural drawings and posters.
12. Saskatchewan History and Saskatchewan History Advisory Board
Oversees the publication of Saskatchewan History. Works with the General Manager and together they select and supervise the editor, a part-time contract position working out of his/her home. In conjunction with the Saskatchewan History Advisory Board, this position develops objectives and budget for the journal on an annual basis and provides on-going management for journal operations.
QUALIFICATIONS
An advanced professional knowledge in the field of archival science or equivalent combination of knowledge and experience, encompassing general knowledge of all facets of archival work as it relates to the administration of public and private sector records programming and public service delivery, including:
* Archival theory, principles and practices;
* Access to information, privacy and copyright issues and their application to archives;
* Conservation and preservation strategies in archives;
* Applications of information technology in archives.
Extensive knowledge of information management and records management theory and practice, encompassing current ideas and methods as well as past theories and practices relating to both electronic and paper-based systems.
Familiarity with both electronic and paper-based information management processes in a government context is also a major asset. A general understanding of processes in government relating to legislative, executive and judicial functions, and an understanding of the relationship between the provincial and federal governments and the provincial and local governments is required.
Minimum qualifications include a masters degree in the humanities, social sciences or archival science or equivalent combination of knowledge and expertise with an extensive base relating to Saskatchewan, the Prairies and Canada and five or more years of experience at a management level in archives.
Knowledge of management principles, strategic, operational and budgetary planning and administration procedures is also necessary.
Specific knowledge relating to basic accounting principles and practices and automated tools (i.e. ACCPAC for Windows) is needed.
CORE LEADERSHIP ATTRIBUTES
Managing vision and purpose: Understands and adheres to the vision and purpose of the organization, and is compelling and inspiring in conveying them so that employees 'buy-in' and work towards achieving the vision (with an understanding of their individual contributions and responsibilities related to that achievement).
Communication skills: Effective listening and interpersonal skills. Superior oral, written, presentation and negotiating skills. Demonstrates diplomacy, tenacity and assertiveness in providing supporting information when approving or denying requests.
A role model: Leads rather than directs, and encourages and empowers others to achieve professionally within their positions. Treats employees fairly and resolves conflict without avoidance or delays. Instills trust and respect in others and models principled leadership, ethical behaviour, integrity and trustworthiness in his/her actions and words.
Decision-making: Able to assess and predict impact of own decisions (and others ) on entire business. Able to influence decision-making based on sound research, analysis and previous professional experience. A strong tolerance for ambiguity and the capability to defuse stressful situations.
Building effective teams: Builds effective teams driven by organizational goals and values. Encourages employee participation and innovation and uses individual strengths to improve team results. Creates strong morale and team spirit, sharing, recognizing and rewarding wins and successes.
Organization: Sets priorities, develops a work schedule, monitors progress toward goals and tracks details, data, information and activities.
Change Management: Ability to lead and advocate for effective change management and to assist the organization in the change process. Knows strategies to introduce and manage change that create the least amount of disruption in the organization.
Strategic thinking with a Results Orientation: Proven strategic and long-term planning skills with the ability to include others to determine best approach and implement steps to achieve results. A problem-solver with the ability to anticipate upcoming opportunities and changes, determine required outcomes and use innovative approaches to develop supportive and pragmatic solutions. Must be willing to participate in the ongoing change process that is required in an organization where responsiveness to a constantly changing environment and competitive job market is the norm.
Developing Others: Practices a 'hands-on' approach when directing employees and empowers employees to be successful through training, developing and coaching. Committed to both personal and team excellence. Holds people accountable by ensuring that they meet individual and organizational objectives in an appropriate manner. Manages a diverse workforce fairly and motivates many kinds of direct reports. Able to delegate.
Problem-Solving: Assesses problem situations to identify causes, gathers and processes relevant information, generates options and solutions, and makes recommendations and/or resolves the problem.
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