Job Specification

Purpose of Position :

To assist with the planning, coordination, acquisition, arrangement and description, and management of archival records relating to the key activities and decisions of the Ontario government and the development of Ontario society. To provide comprehensive reference services to a diverse clientèle researching archival records in all forms of media from government and private sources. To undertake outreach activities with client groups/organizations to promote public awareness of the Archives. To provide consultative services and technical liaison related to preservation, with emphasis on and in support of the Archives of Ontario's outreach program and preservation program.

Duties / Responsibilities :

In an organization with a mandate to acquire, preserve and make publicly accessible for legal, administrative and other research purposes, original records of enduring value relating to Ontario, including records of Ontario's successive governments as well as private manuscripts, published and printed material, maps, architectural drawings, photographs, audio, video, and motion picture film recordings, the incumbent:

1. Participates in the management of Ontario government records by: supporting the acquisition, collection, processing and documenting of archival holdings; reviewing records schedules for compliance with scheduling directives and guidelines; monitoring schedule implementation; monitoring the disposal of official government records arising from ministry restructuring initiatives in the form of program closings, transfers and privatizations; analyzing and identifying ministry programs and functions to determine scheduling priorities and opportunities for cost savings through scheduling of records; and appraising record series for archival value.

2. Provides conservation treatment for a variety of archival materials (eg. documents, maps, prints and drawings, books and photographs) through scientific examination and testing; prescribing and carrying out customized conservation procedures and documenting condition and treatment in written and photographic reports, entering information into database.

3. Protecting a unique, irreplaceable collection of fragile records in all formats including visual, electronic and paper through: monitoring environmental conditions within the Archives and off-site record storage facilities using a variety of monitoring equipment (eg. temperature, relative humidity and light level meters); analyzing and reporting deficiencies to the supervisor; the application of preservation and maintenance standards and techniques, including alternative recording of information, the monitoring of storage conditions and stability of records.

4. Documents Ontario's political, economic, social and industrial development through the acquisition of textual, photographic, cartographic, architectural, sound and moving images and electronic records from private sources by: undertaking research to identify sources of provincial significance and appraising the value of records in all media.

5. Makes the Archives holdings readily and widely available in a manner which respects the needs of the users, ensures the integrity and authoritative nature of the records, and meets the Archives legislated responsibilities by: implementing an arrangement and description plan reflecting organizational structure and functions and researching and analyzing records of key policy program areas to explain their significance, purpose and inter-relationship.

6. Delivers specialized reference services to ministries, agencies, courts, lawyers, police forces, historians and the general public which facilitates access to records by: supervising public reading rooms and administering procedures and guidelines to ensure the safety, security and proper handling of archival records; recommending appropriate sources of information; and explaining and interpreting the nature, intent and inter-relationship of record-keeping systems and bodies.

7. Under the direction of the Senior Coordinator, liaises and works with the Archives Outreach Officer to undertake outreach activities with client groups and provincial organizations, including speaking engagements, tours and assisting in the preparation of freestanding and online exhibits.

8. Makes site visits to appraise or evaluate private records for potential donation or to appraise government records in field offices to determine whether they should be acquired.

9. Protects a unique, irreplaceable collection of fragile records in all formats with an overall value in excess of $400 million, through the application of preservation and maintenance standards and techniques, including alternative recording of information, the monitoring of storage conditions and stability of records and the identification of storage requirements.

10. Provides team and group leadership to archives staff and interns by providing training on archival/conservation practices and monitoring work to ensure goals and objectives and professional standards are met.

11. Some travel is required.

Staffing and Licencing :

N/A

Knowledge :

Position requires knowledge and experience in: archival theory and practice, including Rules for Archival Description, to implement archival functions such as appraisal and acquisition and arrangement and description; archives related legislation including the Archives Act, Copyright Act, FOI/PP Act, and related regulations in order to evaluate the archival value of records in all media; interpret, apply and enforce legislated restrictions (both federal and provincial) governing access to and use of Ontario government records; historical techniques of fabrication, chemical and physical properties of archival materials and the latest conservation principles, practices and procedures to determine preservation needs for a variety of archival materials; and provide advice and direction in the authorized disposition of government records (i.e., no record can be destroyed without the approval of the Archivist of Ontario). Knowledge of key legislation affecting client ministries; record management theory and Ontario government record management practices and policies to provide input to acquisition strategies for government records; Ontario history in general to evaluate and assess whether records, in all formats, are of provincial significance and suitable for acquisition and to respond to client inquiries; the history and structure of the Ontario government, in order to prepare functional analyses of ministries to identify mandate, key functions and best record of governance, analyze and interpret records for description projects and to respond to enquiries. Knowledge of archival appraisal theory and practice and current trends in the appraisal field in order to acquire Ontario government records which: document public rights and responsibilities, provide evidence and support accountability and protect legal rights. Knowledge of and an understanding of information technology in order to understand information systems and to provide consulting services to client ministries and agencies, provide consulting services to clients and prepare appraisal reports. Position requires knowledge of preservation standards, techniques, and practices to plan and conduct the appropriate means of preserving unique and often fragile records, an understanding of holdings and collecting mandates of other repositories to provide referral services to researchers and potential donors, and knowledge of historical and technological development of media (maps, photographs, electronic records, sound and moving images) to determine appropriate preservation actions, identify technical needs and determine value of the records.
Knowledge of customer service techniques to respond effectively to complex inquiries requiring an extensive knowledge of the collection and understanding of researcher needs.

Skills :

Position requires analytical skills: to develop options and recommendations on program/policy directions, objectives, plans, and changes; to examine record series, describe how and why records were created and used; to assess records scheduling and disposition practices for compliance to existing guidelines; to review records retention schedules and direct transfer applications and to assess where within an organization specific functions are best documented; to provide conservation treatment for a variety of archival materials through scientific examination and testing and prescribing and carrying out customized conservation procedures. The position requires evaluative skills to develop records acquisition recommendations with consideration of the AOs mandate and the mandate of other archival institutions, the availability of storage facilities, physical condition of records and the resources required to make the material available for research. The position requires interpretive and problem-solving skills to assess research requests for original records and determine appropriate sources of information. Position also requires demonstrated oral and written communication skills to: outline/disseminate program objectives; explain complex and technical subject matter to a diverse clientele; write affidavits for and provide expert testimony to civil and criminal courts and administrative tribunals about Ontario government record-keeping procedures and Archives appraisal, sampling and selection strategies and methodologies when searching for records; prepare a variety of technical materials describing government and private sector records in plain language for public dissemination, while maintaining accuracy; prepare briefing notes and appraisal reports; explain program / policy issues and initiatives; and to consult with stakeholders. Strong customer service skills are required to respond effectively to complex inquiries and promote public awareness. The position also requires interpersonal and negotiation skills to: conduct interviews with clients seeking documentation about sensitive personal issues; provide effective reference services, and to present program / policy options to senior coordinators and managers. Position requires ability to set priorities and effective time management skills to meet deadlines. Also requires attention to detail to ensure accuracy and quality of work to professional standards.

Freedom of Action :

Position requires working within established guidelines under the direction of the Senior Manager, Archives Services and in accordance with existing legislation, established ministry administrative systems, policies, procedures and guidelines as well as to professional standards for acquiring, describing, preserving and making accessible archival records and within the Professional Code of Ethics of the Canadian Association for Conservation of Cultural Property. Position incumbent works as a specialist independently advising client ministries and researchers on access to archival records. Exercises latitude in decision-making when conducting appraisals of potential donations from private sources, in developing acquisition plans and strategies, by planning, developing and administering work plans so that goals and objectives are met, and when providing conservation reference and consultative and outreach services to a range of archival clients. Job requires referring to Senior Manager, situations outside existing policy and procedures such as failure of a client ministry to comply with OPS scheduling directives and guidelines.