Tag Archives: records management

Job Posting: Associate Archivist and Lead Digital Archivist, The Frick Collection, NYC

The Frick Collection is an art museum consisting of more than 1,100 works of art from the thirteenth to the nineteenth century, displayed in the intimate surroundings of the former home of Henry Clay Frick. The residence, with its furnishings and works of art, has been open to the public since 1935. The Frick Art Reference Library is an internationally-recognized research library that serves as one of the most complete resources for the study of Western art. Founded in 1920, the Library today holds more than one million study photographs, 285,000 books, 80,000 auction catalogs, and 2,250 periodical titles. It is open to interested individuals from all over the world.

Summary and Responsibilities
Major job responsibilities include administration of our born-digital institutional records preservation program, development and implementation of policies and procedures for the stewardship of born-digital institutional records, and managing software and storage solutions needed to preserve and provide access to digital records. Participate in the management of the institutional records management program, including meetings with records holders and regular review of records schedules. Accession and process institutional records and manuscript collections, prepare access tools such as finding aids and catalog records, and create and edit metadata. Respond to reference inquiries. Improve visibility of and access to collections through digital initiatives and collaborative platforms. Participate in the rotation of coverage in the Library’s Reading Room, and represent the department at professional and institutional meetings and activities as necessary. This position interacts frequently with the institution’s Technology and Digital Media Department and Digital Lab, and participates in activities of the Social Media Committee.

MLS or MA with concentration in Archives, Records Management or Digital Collections. Experience working with digital assets or electronic records, databases, information architecture and digital archive workflows. Experience with ArchivesSpace and Preservica preferred. Knowledge of best practices and policy development associated with electronic records as demonstrated by achievement of the Digital Archives Specialist certificate from the Society of American Archivists or other training specifically geared towards management of electronic and digital assets. Experience processing archival collections and creating finding aids and MARC records. Excellent oral, written, and interpersonal communication skills. Physical requirements include: Ability to lift forty pounds to the waist.

To apply, please send resume with salary requirements to:

Chief, Archives and Records Management
The Frick Collection
1 East 70th Street
New York, NY 10021
Fax: 212-861-7347
Email to jobs@frick.org

No phone calls please.

If you are interested in any of the positions, please send your résumé, a cover letter indicating the position for which you are applying, and salary requirements to the appropriate person listed in the announcement, or follow the instructions in the job posting.

Full post: http://www.frick.org/careers/associate_archivist_and_lead_digital_archivist

Job Posting: Associate Records Manager, San Francisco Museum of Modern Art

The Associate Records Manager is part of the Collections Division, a dynamic group of departments dedicated to the stewardship of SFMOMA’s collections and to working collaboratively across all museum departments and facilities. Under the direction of the Archivist and Records Manager, the Associate Records Manager performs a variety of records management duties involving museum records, files, documents and other materials. The Associate Records Manager will develop and maintain records management policies, procedures and best practices; train and assist staff on the museum’s records management programs and policies; assist with records requests; and ensure proper and timely disposition of records. The Associate Records Manager, in collaboration with the Archivist/Records Manager, is also responsible for establishing, managing, and implementing an Electronic Records Management Program.

Essential Responsibilities

  • Monitors and maintains the records management program’s policies, procedures, and the records retention schedules; develops, recommends and implements changes and improvements to the program.
  • Develops long-term plans for electronic records management, including standards and guidelines, based on institutional goals.
  • Develops policies and standards for ensuring that all records generated electronically are coherently uniform in structure and appearance.
  • Assists with processing, tracking, and coordinating with other departments for records requests; ensuring timely responses and dissemination of requested records consistent with established museum policies and guidelines.
  • Administers the records center operation by accessing, storing, and retrieving inactive files, boxes, and other records; conducts records inventories and prepares reports.
  • Provides consultation services for all museum departments regarding records management issues, concerns, policies and procedures (i.e. records and files arrangements, classifications, and storage- both paper and electronic).
  • Conducts records management training.
  • Performs analysis of current program to determine needs or changes.
  • Ensures proper and timely disposition of museum records.
  • Ensures compliance with federal and state records laws relating to the retention of records.
  • Assist the Archivist/Records Manager on other duties as assigned.

Minimum Qualifications

  • MLIS from an ALA-accredited program with an emphasis in records management or Masters in archival management with a CRM certificate desired.
  • Three (3) years of increasingly responsible records management experience.
  • Advanced skills in word processing, spreadsheet and database management software are required.
  • A combination of experience and training that provides the candidate with the knowledge and skills to perform the job will be considered.

Knowledge, Skills and Abilities

Knowledge of principles of records management, organization and administration; knowledge of local, state and federal laws relating to records retention and dissemination; knowledge of modern office methods, records filing systems, equipment and practices. Ability to use judgment and initiative; ability to establish and maintain effective working relationships with museum staff; ability to communicate effectively both orally and in writing; ability to use tact, patience and courtesy; ability to maintain strict confidentiality of records and sensitive documents; ability to prioritize tasks with constant deadlines and meet schedules and deliverables.

Working Conditions / Physical Demands: Ability to lift up to 50 pounds.


Deadline to apply: July 4, 2016

Full post: https://sfmoma.snaphire.com/jobdetails/ajid/3eoo8/Associate-Records-Manager%2c20960.html

Paid Internship Opportunity: Records Management Intern, Artis-Naples, Naples, FL


The Museum team is requesting a records management intern for the upcoming summer season. The majority of the work would be in records management involving consolidation, organization, and digitization of physical files. This includes:

  • Integrating conservation, donor, artist, accession and deaccession files into object files for works in the Museum’s permanent collection
  • Digitize, edit, organize and expand permanent collection and traveling exhibition documents
  • Other responsibilities would include management of environmental monitoring systems in gallery spaces and other administrative support, as needed


The internship would take place on or about June 1 for approximately 12 weeks. The rate of pay would be $10 per hour. We anticipate a flexible schedule with 15-20 hours per week.

This internship is appropriate for current undergraduate students, or post graduate students from the following majors: art history, art, museum studies, history, or other relevant majors. Current seniors in high school with interests in those majors may also apply.

Full post: http://aam-us-jobs.careerwebsite.com/jobseeker/job/28675975/Records%20Management%20Intern/Artis-Naples

Job Posting: Archivist/Librarian, Hillwood Estate, Washington DC

Job Summary: Under the general direction of the Head of Archives & Special Collections, the Archivist/Librarian has primary responsibility for all aspects of the Hillwood archives, records management program, and some library services. Major responsibilities include: the maintaining and updating archives and records management policies (including record retention schedules and procedures), the processing of archival collections, the creation and maintenance of databases, finding aids, and other tools facilitating discovery of, and access to, the holdings of the archives and library, and providing outreach and public and internal reference services to a wide variety of users.

Key Job Elements: 

  • Develop and implement policies and procedures for users of the library, archives and records management program
  • Accession, appraise, process, describe, and preserve archival material, including electronic records, according to SAA and NARA standards and best practices
  • Oversee and maintain the archives (ArchivesSpace) and library (Koha) systems and other tools to create online finding aids and points of access to the archives and library
  • Implement Preservica in coordination with the Digital Assets Librarian
  • Manage Hillwood’s records management program
  • Maintain and update record retention schedules to institutional records that are in compliance with record keeping rules and regulations
  • Oversee the semi-annual transfer and destruction of institutional records
  • Manage day-to-day library activities of its book, periodicals and auction catalogue collections
  • Train and oversee library and archives volunteers and interns
  • Under the supervision of the Head of Archives and Special Collections apply proper preservation and conservation techniques to the collections
  • Provide outreach, reference, and research services to staff and external users, including image requests for publications, exhibitions, programming, publicity, etc.
  • Digitize library, archives, and art collection materials according to best practices
  • Upload and manage digitized images in Hillwood’s digital asset management system, Piction
  • Process and acknowledge library and archives gifts and interlibrary loan requests
  • Coordinate photo shoots to capture object and exhibition photography
  • Carry out other duties as assigned including assistance with special projects as needed
  • Organizational Relationships
  • Reports to Head of Archives and Special Collections
  • Cultivates and interacts with a diverse range of staff and visitors.



  • Master’s degree in Library Science from an ALA-accredited program, with a specialization in Archives and/or Records Management preferred.
  • Minimum 2-3 years related experience.
  • In-depth knowledge of archival and records management principles and practices as well as library services procedures.
  • Experience with resources and database searching in the field of art, art history, and bibliography.

Skills and Abilities

  • Process and describe archival collections and material.
  • Understand and apply the principles of records management and library science.
  • Must be able to work collegially and independently of intensive supervision and possess excellent customer service and human interaction skills.
  • Ability to develop, interpret and apply policies and procedures.
  • Access and employ job related computer software (i.e. Microsoft Office) at an effective proficiency level.
  • Reading and writing proficiency consistent with noted educational requirement.
  • Some foreign language skills (French or Russian) are desirable.
  • Experience with ArchivesSpace, Koha, Photoshop, Preservica, or Piction is a plus.

More information and application: http://www.hillwoodmuseum.org/node/793

Job Posting: Archivist/Records Manager, Massachusetts College of Art and Design, MA


The Archivist/Records Manager manages the College’s archival collections and records. This position is directly responsible for accession, preservation, and provision of access to permanently retained archival collections as well as oversight of temporary records. Primary responsibilities include (1) preserving archives and special collections, (2) preserving and disposing of records as scheduled, (3) locating and providing information and evidence needed to support College operations, to meet public information requests, and to advance scholarship, (4) complying with federal and state laws and regulations, (5) ensuring that the College’s history is effectively documented and well understood, (6) supporting the College’s curriculum by making rare materials available for teaching and learning.

The Archivist/Records Manager serves as a member of the library management team, collaborating on planning, implementing, and problem-solving all service areas. Secondary areas of responsibility include reference, collection development, and library-wide support.

The Archivist/Records Manager supervises part-time student employee(s).

Examples of General Duties:
1. Oversees and performs all aspects of collecting, maintaining, cataloging, and providing access to the College’s archives
2. Manages all aspects of scheduling, collecting, maintaining, providing access to, and destroying, the College’s institutional records
3. Educates College departments in records-management procedures and policies
4. Implements schedule of records retention and disposal
5. Handles all aspects of using offsite records storage
6. Acts as liaison to the State Records Center, State Archives, and State Records Conservation Board
7. Coordinates preservation activities for the archives, special collections, and the general library collection
8. Provides general library reference assistance in cooperation with library staff, and assists with bibliographic instruction as needed
9. Serves on the Library Program Area Committee (library team governance structure)
10. Provides backup for other library departments as needed
11. Collaborates with the MassArt Foundation and the Communications and Technology Departments
12. Trains library staff in areas relevant to archives, records management, special collections, and preservation
13. Creates and updates policies and procedures for archives, records management, and special collections
14. Manages designated budgets and any other funds appropriated for areas of responsibility
15. Collects and analyzes statistical data on archives, records management, special collections, and reports on departmental activity
16. Serves as a member of the library’s Collection Development Team and acts as liaison to two to three academic departments
17. Serves on college and consortial committees and represents the library in other capacities as needed
18. Works on special projects as established during the library strategic planning process, and performs other duties as assigned

The Archivist is accountable for ensuring that affirmative action, equal opportunity and diversity are integrally tied to all actions and decisions for which they are responsible and which fall within the scope of the Affirmative Action/Equal Opportunity/Diversity Plan.

Review of applications will begin on Monday, October 19, 2015 and will continue until filled.


1. ALA – accredited master’s degree in library and information science, or equivalent, with coursework preferably in archival practices, records management, and special collections
2. A minimum of 1 year of experience in archives, records management, or special collections
3. Knowledge of current resources and practices relative to archives and records management
4. Experience with tools for archival description, cataloging, metadata creation, and standards such as DACS, EAD, Dublin Core, and MARC
5. Excellent interpersonal and communication skills with an enthusiasm for working with a diverse community
6. Demonstrated leadership experience
7. Flexibility appropriate for a dynamic work setting, with desire to participate in collaborative problem solving
8. Ability to lift and carry at least 25 lbs


1. Background in visual arts; BFA, BA in Art Education or Art History, and/or advanced art related degree
2. Supervisory experience

More information and application: https://careers.massart.edu/postings/357

Job Posting: Archivist/Records Manager, SFMoMA

The San Francisco Museum of Modern Art (SFMOMA) is seeking one full-time Archivist/Records Manager. The Archivist/Records Manager is responsible for organizing, and processing designated collections within the Archives collection, establishing physical and intellectual control, and creating detailed paper and electronic finding aids.  The Archivist/Records Manager, in collaboration with the Head of the Research Library and Archives, is also responsible for establishing, managing, and implementing a Records Management Program (RMP).  The Archivist/Records Manager reports to the Head of the Research Library and Archives.


  • Supervise archives and records management staff.  Coordinate volunteers and interns.  Hire and train new volunteers and staff.
  • Establish a RMP, paper and electronic; update the database and inventory from the institution wide inventory completed 3/2011.  Expand as necessary.
  • Oversee legal research for records retention (RRS) and disposition (RDS) schedules.
  • Write RRS and RDS, coordinate staff records management training, and implement the RMP.  Prepare RMP policies and procedures manual.
  • Assist in planning for the impending move of staff records and unprocessed institutional records currently in off-site storage locations.
  • Survey the archives collections, ongoing, in order to propose arrangement, including retention and disposal criteria. Physically reorganize the collections in accordance with the arrangement schema.
  • Re-folder, re-box, and re-house the collections.
  • Prepare finding aids in three formats: paper, MARC, and EAD.  Contribute finding aids to bibliographic utilities. 


Education and Training:  MLIS from an ALA-accredited program with course work in records management and archives administration or Masters in archival management with a CRM certificate desired.  Certified archivist and/or records manager preferred.  Comprehensive knowledge of current records management – paper and electronic and archival methods, procedures, tools, and techniques, including preservation trends and applications.

Work Experience:  Minimum of [3-5] years experience working with institutional records (paper and electronic) within a RMP, processing archives, and preparing finding aids.  Experience having established an RMP from the ground up preferred.  Minimum of [2 – 3] years of administrative experience in an art or museum archives setting.  

Skills and Abilities:  Familiarity with computer-based information resources, especially in the area of database creation for archives and RMP.  Experience working with MARC and EAD; working knowledge of XML; knowledge of current archival/RMP arrangement and description standards; knowledge of APPM, familiarity with DACS, AACR2r, and LC authority files.  Demonstrated knowledge of current models, standards, and guidelines for efficient records management, paper and electronic.  Ability to work as part of a team and collaborate with others as well as demonstrated ability to work independently.  Proven oral and written communication skills.  Demonstrated leadership skills including ability to promote archives/RMP issues and needs.  Ability to be flexible and responsive to an evolving work environment. 


 Physical Demands:  Ability to carry out physical maneuvers associated with RMP/archives work that may include lifting, carrying, pushing, pulling, kneeling, climbing, balancing, stooping, crouching, and reaching.  Ability to lift 40 lb. boxes and work within a dusty environment.


Please submit resume and cover letter to: http://sfmoma.snaphire.com/?job=12609LIST


Job Posting: Project Archivist at the Baltimore Museum of Art

The Baltimore Museum of Art is seeking an experienced Project Archivist for the successful execution of an archives and records management project. This is a grant-funded, 30-month, full-time, temporary position in the Library Department of The Baltimore Museum of Art.



• Master of Library Science degree from an accredited institution

• Demonstrated experience with standard archival principles and practices


• Concentration in archives

• Coursework in records management

• Certification from the Academy for Certified Archivists

• Experience in processing archival collections

• Experience in records management

• Knowledge of art history


• Ability to plan, prioritize work, and meet deadlines

• Ability to work independently

• Ability to work well within a small team and with volunteers

• Strong attention to detail

• Strong analytical and problem-solving skills

• Strong written communication skills

• Competency with Microsoft Office software

• General fitness for lifting archive boxes up to 30 pounds and moving loaded carts


1. Survey, appraise, and accession the records of Museum departments, identifying preservation issues and needs, researching and developing records retention schedules, create a records management manual for the Museum, and conduct workshops to introduce the Museum community to the new records management policies and procedures contained in the manual.

2. Following national standards and best practices for archival descriptions, process and arrange manuscript and archival holdings, work with Archivists’ Toolkit to generate encoded finding aids, and prepare MARC records.

3. Remain competent and current through self-directed professional reading, developing professional contacts with colleagues, and attending professional development courses and attending training.


Please send a cover letter and resume via e-mail to HR@artbma.org. Please reference the position “Project Archivist” in the subject line of your e-mail.

No Phone Calls Please.