Commonwealth of Pennsylvania


Position Number:  00120765

Description Activated On:  3/19/2024 4:27:14 PM

Position Purpose:
Describe the primary purpose of this position and how it contributes to the organizationís objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. 

This position is assigned to the Bureau of the Pennsylvania State Archives. This position is responsible for the independent performance of complex professional duties in support of the Digital Archives and Digital Records Center (DADRC) program. The position is responsible for acquiring, accessioning, arranging, describing and ongoing preservation and maintenance of records to be kept in the State Archivesí DADRC as well as effectively communicating the goals, principles, and processes of the DADRC to other government agencies.

Description of Duties:
Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor.

Participates in the functional development and ongoing management of the digital archives, including the project management, the development of workflow, processes, procedures, software selection and related tasks required to select, describe, convert, migrate, preserve, and provide access to born digital and digitized archival collections. May develop independently, or assist in the development of, policies and technical standards for the creation, acquisition, storage, description, management, and preservation of born digital and digitized archival collections. Writes reports and provides to senior management and partner agencies clear, concise updates on the status of the digital archives, its contents, and its preservation activities.

May develop independently, or assist in the development of, electronic and information management standards for short-term, long-term, and/or permanent records including, but not limited to, acceptable file and storage format(s), technical and descriptive metadata, naming conventions, transfer vehicles and preservation formats.

Works with State Agencies to promote and explain the DADRC and promote agency cooperation and compliance, acquire digital records both born-digital and scanned objects, and to ensure that correct metadata and file formats are received and accessioned without corruption to the files. Uses specialized equipment and complex software for file transfers, format conversions, and encoding.

Investigates and recommends appropriate software for pre-ingest and ongoing preservation activities, as well as work processes and procedures for describing, managing and preserving the records, with careful attention to national and international standards and best practices. Conducts weeding, file naming, virus scanning, de-duplication, hash tagging, and other pre-ingest procedures.

Works with considerable independence, and exercises considerable independent judgment, to attain goals and objectives in a timely manner and with adherence to established standards.

Identifies files that may be duplicated or have little or no historical value for possible disposal.

Ingests records into DADRC, ensuring that the appropriate administrative and preservation tasks take place. Prepares the technical metadata of files for transfer to the DADRC. Understands and uses migration strategies to preserve digital records.

Provides descriptive metadata of digital records in accordance with archival principles and Bureau standards.

Verifies all metadata entries and ensures that required formats (such as source, preservation, and access) are available for each asset.

Provides for the maintenance of the DADRC by writing and implementing a preservation plan, auditing digital files, migrating records as necessary, and performing other preservation activities as required by the preservation system or the Archivesí digital preservation and access procedures.

Assists other colleagues in application trouble-shooting efforts regarding digital records.

Develops and conducts (as required) effective training for government agencies on digital preservation, maintenance, discovery and disposition.

May assist the Public Services Section by providing reference service to mail, telephone and on-site visitors in the State Archives public research areas. Duties involve acquainting patrons with archival record and manuscript group holdings, finding aids and related source materials; familiarizing users with Search Room rules, procedures and equipment; and as appropriate, conducting intake and exit interviews. Related responsibilities also include the providing of document security while records are being used, the registering of visitors, and may also serve as a source of professional expertise in the Search Room on weekends.

The incumbent may assist with other non-digital duties of the State Archives
Promotes the goals of the Pennsylvania Historical and Museum Commission by serving on committees, participating in professional conferences, and speaking before various groups interested in preserving the Commonwealthís documentary heritage.

Incumbent is familiar with PHMC general safety rules and safety rules specific to this position; for working in a safe manner and following all PHMC safety rules; immediately report all workplace injuries or incidents to their supervisor; and to immediately correct any safety hazards in the work area or report same to supervisor. Enforces all safety rules, procedures, and work practices and takes action to correct unsafe conditions in the workplace.

Provides assistance in all phases of the Divisionís/Bureauís work as required.

Decision Making:
Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisorís signature.

With minimal supervision, and exercising independent judgment:

Researches, analyzes, and recommends software products useful for the digital archives.

Researches and recommends effective policies, procedures, and workflows for the digital archives.

Appraises state records to determine historical value, with particular attention to digital records; recommends transfer of records to the State Archives.

Researches state and local government organization/functions as part of the records scheduling/archival appraisal process.

Plans training courses on digital records for State and local government staff.

Drafts letters to state and local government officials/staff and articles for publications/newsletters, some of which are approved by Division Chief and Bureau Director.

Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License


Licenses, registrations, or certifications:




Essential Functions
: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
 1. Applies the concepts of digital preservation activities compatible with the Open Archival Information System (OAIS) international standard
 2. Analyzes, selects, and uses appropriate preservation software
 3. Operates a computer, basic office software, and complex digital management and preservation software programs
 4. Communicates effectively, both orally and in writing
 5. Trains staff to use digital archives software and to adhere to policy and procedure
 6. Presents at meetings and conducts training
 7. Presents at meetings and conducts training
 8. Travels as required
 9. Works effectively as a team member with other archives and Commonwealth staff
 10. Operates a vehicle for travel