Records/Archives Officer - Electronic. World Bank, Washington DC. Open until 18 January 2011

Job # 110016
Job Title Records/Archives Officer - Electronic Job Family Information Management and Technology
Location Washington, DC
Appointment International Hire
Job Posted 04-Jan-2011
Closing Date 18-Jan-2011
Language Requirements English [Essential]; French [Desired]; Spanish [Desired]
Appointment Type

Background / General description

The Library and Archives of Development (LAD) provides information services to the Bank Group and the public. The services are provided by three units: the World Bank Group Library, the World Bank Group Archives and the Internal Documents Unit (IDU). This position is in the Archives of Development.

The World Bank Group Library and Archives of Development manage the world’s most extensive collection of development information. The service’s integrated assets enable operations staff to quickly find and use premium paper and digital information in their daily work around the world. The Archives work program focuses on preserving institutional memory, assisting internal and external clients find and use information, and promoting international standards for Records Management practices within the Bank. The Archives is responsible for retention disposition policies for Bank Group records (in all formats and media) and for providing secure storage and retrieval services for non-current records. The Archives reports to the Manager and Chief Archivist, and to the Vice President and Chief Information Officer, IMT.


Duties and Accountabilities

• Serves as technical expert in support of electronic records management and archival systems of ISGLA.

• Provides input to the records retention and disposition schedules, particularly for electronic records and develops quality control standards for same.

• Helps to search for electronic records due for destruction.

• Analyzes current procedures and IT architectures to recommend to the Bank Group Chief Archivist, approaches and techniques for the identification, scheduling, preservation, and use of the electronic records based on industry standards and best practices.

• Develops quality control standards, metadata and cataloging rules for a variety of electronic systems.

• Works with system architects, developers and administrators to integrate recordkeeping requirements into existing systems, new off-the-shelf systems and systems upgrades, with particular emphasis on Documentum products, including Documentum Records Manager.

• Serves as systems expert for electronic records softwares.

• Develops a big bucket strategy for electronic records and implements system.

• Manages business analysis activities on electronic records and collaborates with various groups on implementation of solutions.

• Assists ISG in the ECM technology implementation for compliance with electronic records requirements.

• Works with ISG staff to coordinate ECM implementation and related initiatives (e.g., taxonomy, enterprise search, storage, business continuity, web archives, digital preservation, etc).

• Revises electronic records strategy and standards to integrate and coordinate with related corporate strategies (information quality, enterprise IT architecture, ECM architecture, security).

• Provides advice on organization and preservation of digital historic collections (e.g., web Archives, digital photographs, digital multimedia).

• As an integral part of the Archives team, is an active participant in Archives’ day to day projects, responsibilities and deliverables.

Specific Functions

• Develops long-range organizational strategies and plans for electronic records strategies.

• Works with archivists on the translation of electronic records strategies into schedules, actions and procedures, development of records retention schedules pertaining to active, semi-active and archived electronic records.

• Conducts periodic inventories and updates to record schedules to ensure that all new records series are supported.

• Formulates and implements unit procedures and practices for electronic records to comply with electronic records management disposition scheduling requirements and with institutional/international regulations for storage, security and access to electronic records.

• Has responsibility for oversight of some electronic records appraisal activities.

• Provides technical advice and assistance on electronic records (all status conditions) creation, determination, maintenance and disposition.

• Ensures collection and dissemination of professional information on electronic records management.

• Advises organizational units and all administrators of certified records management system on electronic records life cycle management to ensure that electronic records are protected from beginning to end of life cycle.

• Works in coordination with information security to develop internal control measures to protect organizational integrity of electronic records and to prevent unauthorized use of misappropriation of classified information.

• Conducts information management assessments and develops electronic records management procedures to support all business areas of the organization.

• Conducts periodic quality assurance checks of all certified records management systems in the World Bank.


Selection Criteria
Successful candidates are expected to demonstrate:

• Sound theoretical and/or applied knowledge of database and information management systems.

• Ability to develop classification schemes to manage active records and make judgments on the archival value of the variety of documents and business records of the organization

• Knowledge of and experience with standards and best practices for records management. Familiarity with records and document management software systems especially Documentum. Knowledge of inactive records storage facility/ technology and systems. Familiarity with electronic records retention to manage data lifecycle. Familiarity with digital preservation.

• Demonstrated interest in and understanding of the Bank Group’s work and objectives. External candidates must at a minimum be familiar with the mission and objectives of the World Bank Group.

• MA/MS in Computer or Information Science or related field, plus 5 years of relevant experience. BA/BS in Computer or Information Science or related field, plus 7 years of relevant experience is minimum requirement.

• Experience in both Archives and IT which should reflect increasing responsibility and experience with corporate recordkeeping, archives/information centers and/or content management.

• Proven experience in working on electronic records programs for archives.

• Knowledge and understanding of business processes and information systems.

• Demonstrated conceptual, analytic and innovative problem solving ability; ability to conduct independent research and analysis.

• Proven ability to contribute to projects with minimum guidance; capacity to work both independently and in a team; willingness to seek advice and assistance.

• Proven ability to develop and maintain good working relationships with staff at different levels across the organization; evidence of leadership effectiveness.

• Excellent verbal and written communication in English a must; proven ability to write concise reports and deliver effective oral presentations; command of French or Spanish highly desirable.

• Good public outreach skills a must.

The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply. All applications will be treated in the strictest confidence.