Vacancy for Records and Archives Officer (Digital) at City of Edinburgh Council
26 February 2022
Edinburgh
£32,123 - £38,340 per year
Full-Time
Edinburgh has nearly 900 years of municipal and civic history in its city archives. Ensuring that such continuity is not lost by the digital revolution is a major challenge. The Information Governance Unit within the City of Edinburgh Council is the team charged with preventing digital records from disappearing into a digital black hole. To help us in this task, we are looking for a committed and enthusiastic individual to join us on a permanent basis as a digital record-keeping specialist.
You will be primarily engaged in helping to design and implement Microsoft 365 to manage our public records more effectively, as well as setting up a Digital Archives Repository for born-digital and digitised archives. You will also support the wider development of the digital record-keeping aspects of the Council’s Information Strategy and statutory Records Management Plan.
You won’t do this alone. The 20-strong Information Governance Unit works with a wide range of colleagues and stakeholders from across the organisation and outside it – including the Scottish Government, regulators, statutory inquiries, and other public sector partners. As a team, we ensure the Council creates, manages, shares, and disposes of its information effectively and appropriately. Digital preservation is now recognised as a key part of this, and it is an area in which you will be tasked to help lead the team.
Over the first 24 months you will:
1. Establish processes and procedures for digital archive appraisal, ingest, and management using Preservica’s Cloud Essentials platform
2. Lead on a major digital preservation project to secure and review the Transport Initiatives Edinburgh company archive, which covers the early development of the city’s tram network
3. Help design and implement record retention labels in Microsoft 365
4. Develop with IT colleagues lifecycle management processes and templates for SharePoint Online / Teams sites
5. Support an organisation-wide programme to migrate content into Microsoft 365
6. Contribute towards the Council’s Information Strategy and Records Management Plan
As part of the Archives & Records Team, you will also support the wider development and promotion of effective information asset management across the organisation. This includes:
1. Responding to enquiries from both the public and colleagues
2. Facilitating access to both the City Archives, as well as records held in our Records Centre
3. Preserving archives, both physical and digital, through assessment and intervention
4. Engaging with communities and depositors to promote, enrich and diversify the collections within the City Archives
5. Undertaking assessments of business processes and systems against relevant standards and policies
6. Supporting information governance processes such as privacy impact assessments and subject access / freedom of information requests
7. Drafting and providing briefings, presentations, reports, and training to colleagues and stakeholders
8. Supporting and training volunteers to undertake basic archive management tasks
9. Contributing to information governance projects
You must have a postgraduate qualification in archives and records management, or equivalent sector experience.
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