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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00120765 |
Description Activated On: 7/5/2024 1:28:38 PM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s 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 and the State Records Center. 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, and ongoing preservation and maintenance of records to be kept in the State Archives’ DADRC as well as effectively communicating the goals, principles, and processes of the DADRC to other government agencies. |
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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 record center, 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 records. 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 record center, 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 DRC 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. 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 DRC 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 Archives’ 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. Serves as a contact for State Records Center activities including reference, accessions and use of the ERMS system for approximately 100 agency Records Coordinators and requestors. Assists with developing training documentation and training agency personnel in system use. Disseminates procedures by preparing and conducting training for SRC and Commonwealth agency staff in the use of the SRC and its system. Interacts with SRC customers by proactively understanding the customers’ needs or problems, listening, confirming, understanding and responding appropriately Supports the Records Service Section by appraising and accessioning records, in all formats, by reviewing retention schedules and records actions and making recommendations on archival value. Facilitates transfers of state agency records to the State Archives which includes review of incoming records to ascertain the scope of each series and preparing preliminary information on the provenance, nature, and content of agency files. Accession records from assigned agencies and provides information necessary to ensure adequate processing of records into the Archives collections. Works with agency records coordinators to prepare, revise and update records retention and disposition schedules. This involves appraising and inventorying records, interviewing relevant persons to establish their informational content and purpose, and researching relevant statues and regulations affecting their use in order to make final recommendations on their retention or destruction. Provides service for reference activities by helping patrons in the search room, requiring occasional work on Saturdays. 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 Commonwealth’s 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 Division’s/Bureau’s 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 supervisor’s 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. |
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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 Experience: Licenses, registrations, or certifications: 1. OTHER 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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