Traineeships in Archives and Records Management. ECB, Frankfurt. Open until 24/03/2021

 

Traineeships in Archives and Records Management

 Students and graduates

 Secretariat

 3027

General Information

Type of contract  Traineeship

Who can apply?  EU nationals eligible for our traineeship programme (see further information section)

Grant  The trainee grant is €1,070 per month plus an accommodation allowance (see further information section)

Working time  Full time

Place of work  Frankfurt am Main, Germany

Closing date  24.03.2021

Your team

You will be part of the Information Governance Division in the Directorate General Secretariat. Our Division has 60 staff providing the framework, policies, procedures and tools for ensuring that ECB staff and European citizens can access, and benefit from, ECB information and data on an ongoing basis. We are currently devising an enterprise information management strategy and laying the foundations for a knowledge management programme, which will take a holistic approach to managing the ECB’s information and knowledge assets.

In your role as Trainee of Archives and Records Management Support (ARMS) in the Information Governance Policies Section, you will be part of a support team of six members of staff responsible for coordinating and performing information and access management tasks, as well as for preparing and communicating reporting and technical improvements, while working closely with the Information Management Specialists and key contact persons representing all of the ECB’s functions and operations.

The ECB is an inclusive employer and we strive to reflect the diversity of the population we serve. We encourage you to apply, irrespective of your gender, gender identity, ethnicity, sexual orientation, age, religion, disability or other characteristics.

Your role

As a Trainee of ARMS, you will:

• support the quantitative and qualitative monitoring and reporting of information management practices, as well as the implementation of the ECB’s retention policy for paper and digital records;
• contribute to a wide range of operational records management and archival support tasks related to how information is created, processed, stored and preserved for future use, and in a highly specialised environment;
• support the Division’s information management projects, including digital archiving and preservation, external collaboration and the opening of the ECB’s historical archives to the general public;
• develop and/or test functional requirements of enterprise content management and digital preservation systems;
• support and maintain the ECB’s information management policies, procedures and guidance;
• develop and enhance guidance and training material to raise staff awareness and encourage adherence to the ECB’s information management policies and procedures.

This traineeship offers you an excellent opportunity to obtain experience in providing information services in an institutional environment and to gain insight into various topics related to the ECB’s activities. You will be part of a dynamic and multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens. 

Qualifications, experience and skills

Essential: 

• a bachelor’s degree or higher qualification in information, archives and/or records management or librarianship, or, if your first degree is not in this field, a postgraduate diploma, master’s degree or higher qualification – or enrolment in a postgraduate course – in any of these subjects;
• a working knowledge of the MS Office package, in particular Word, Excel, PowerPoint and Outlook;
• an awareness of and interest in the role and functioning of the ECB;
• an advanced (C1) command of English and an intermediate (B1) command of at least one other official language of the EU, according to the Common European Framework of Reference for Languages.

Desired: 

• a sound understanding or working knowledge of (i) Enterprise Content Management systems, such as OpenText Content Server; (ii) collaboration tools, such as MS Teams; (iii) digital preservation software, such as Preservica; and (iv) and/or archival collection management tools, such as Calm and Adlib.

You are curious and eager to learn, and want to further develop your ability to analyse complex information. You are keen to collaborate with others, pursue team goals and learn from other people’s diverse perspectives. You strive to know and anticipate stakeholder needs, and will signal any need for change and propose alternative solutions.

You are motivated to contribute to the ECB’s mission, to serve the citizens of the EU as a member of a public institution and to work with colleagues from all over Europe. You are keen to be part of our team and to use your skills and competencies to achieve the objectives of this position.

Further information

Traineeships are of six months’ duration, extendable up to 12 months in total.

Application and selection process

Further information on how to join us is available on our website.

The recruitment process for this position will include an online interview via Webex. 

3 Traineeships in the Information Governance Division. ECB, Frankfurt. Open until 15 July 2020

Traineeships in the Information Governance Division

Reference 2020-298-TRA

Type of contract Traineeship

Who can apply EU nationals eligible for our traineeship programme
(https://www.ecb.europa.eu/careers/what-weoffer/
traineeship/html/index.en.html)

Salary The trainee grant is €1,070 per month plus an accommodation
allowance.

Working time Full-time

Place of work Frankfurt am Main, Germany

Closing date for
applications
15 July 2020

Your team
You will be part of the Information Governance Division in the Directorate General Secretariat. Our
Division provides records management and archival services, including managing the ECB’s
document and records management system, and library information services. In addition, the Division
develops, maintains and guides the implementation of information management policies and
procedures and is responsible for related training, maintenance and support.
We are currently devising an Enterprise Information Management strategy and laying the foundations
for a knowledge management programme, which will involve taking a holistic approach to managing
the ECB’s information and knowledge assets.

The Division is seeking to recruit three trainees: two in the Archives and Records Management team
within the Information Governance Policies Section and one in the Library team within the Knowledge Solutions Section.
The ECB is an inclusive employer and we strive to reflect the diversity of the population we serve. We encourage you to apply, irrespective of your gender, gender identity, ethnicity, sexual orientation, age, religion, disability or other characteristics.

Your role
 
As a trainee in the Archives and Records Management team you will:
be part of the centralised Archives and Records Management Support Service and be involved
in a wide range of operational tasks related to how information is created, processed, stored
and preserved for future use, in a highly specialised environment;
specify and/or test functional requirements for electronic records management and archives
management/digital preservation systems;
support the quantitative and qualitative monitoring and reporting of information management
practices;
support the implementation of the ECB’s retention policy for paper and digital records;
help to acquire, appraise and describe archival material to meet business and organisational
needs;
contribute to the Division’s information management projects, including digital archiving and
preservation, external collaboration, digitalisation of archival material and the opening of the
ECB’s historical archives to the general public.
help to develop and update the ECB’s information management policies, procedures and
guidance;
help to streamline guidance and raise staff awareness to encourage adherence to the ECB’s
information management policies and procedures.

As a trainee in the Library team you will:
provide reference services and research support, using print and electronic information
resources;
help to provide customised information services to meet business and research needs,
including by scanning relevant publications, searching online databases, monitoring news and
setting up alerts;
help to develop tailored alert services and prepare annotated reading lists on topics related to
the ECB;
promote and raise awareness of available resources and services.
The traineeship offers you an excellent opportunity to gain experience in providing information
services in an institutional environment and to gain insight into various topics related to the ECB’s
activities. You will be part of a dynamic and multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens.

Qualifications, experience and skills

Essential:
a bachelor’s degree or higher qualification in information, archives and/or records management
or library studies, or, if your first degree is not in this field, a postgraduate diploma, master’s
degree or higher qualification – or enrolment in a postgraduate course – in any of these
subjects;
a working knowledge of Microsoft Office, in particular Word, Excel, PowerPoint and Outlook;
an awareness of and interest in the role and functioning of the ECB;
an advanced (C1) command of English and an intermediate (B1) command of at least one
other official language of the EU, according to the Common European Framework of Reference
for Languages,
https://www.coe.int/en/web/common-european-framework-reference-languages/table-1-cefr-3
.3-common-reference-levels-global-scale.

Desired:
for the traineeship in the Archives and Records Management team: knowledge of a document
management system such as OpenText Content Server, digital preservation software such as
Preservica, and/or archival cataloguing tools such as Calm and Adlib;
for the traineeship in the Library team: experience in providing library services and knowledge
of library management systems.
You are curious and eager to learn, and want to further develop your ability to analyse complex
information. You are keen to collaborate with others, pursue team goals and learn from other people’s
diverse perspectives. You strive to know and anticipate stakeholder needs, and will signal any need
for change and propose alternative solutions.

Further Information
Traineeships of six months, extendable up to 12 months in total.

Application and selection process
For further information on how to join us,
http://www.ecb.europa.eu/careers/before-you-apply/html/index.en.html.

Stagiaire, Archives Filmées. ICRC, Geneva. Open until 9 December 2015

L'unité bibliothèque et archives publiques du Comité International de la Croix Rouge à Genève (CICR) recherche un-e stagiaire pour ses archives filmées.

Nous recherchons des personnes ayant un fort intérêt pour les archives et la documentation et/ou désirant poursuivre une carrière dans ce domaine et possédant un titre universitaire ou HES. Un intérêt pour les questions touchant à l'humanitaire est essentiel.

Activités liées :

• Catalogage dans le logiciel documentaire ADLIB (rédactions en français et en anglais / indexation, selon les règles de catalogages spécifiques)
• Recherches en réponse à des demandes internes ou externes.
• Soutien des utilisateurs du logiciel dans leurs recherches.
• Participation aux réunions des archives audiovisuelles et de l'unité bibliothèque et archives publiques.

Tâches spécifiques :

• Effectuer une recherche dans le fonds et rédaction d'une note de synthèse.

Compétences requises :

• Intérêt pour la gestion d'un fonds audiovisuel numérisé
• Maîtrise de l'anglais et du français
• Aisance avec les outils bureautiques et l'apprentissage de nouveau logiciel documentaire.
• Esprit d'équipe, flexibilité, curiosité, autonomie, rigueur et précision
• Bon sens de l'organisation et des priorités.
• Sens du service

Conditions :

• Stage rémunéré à plein temps (100%), le pourcentage est non négociable
• Durée du stage: 11 mois
• Début du stage: 18 janvier 2016
• Délai de postulation: 9 décembre 2015

Les candidat-e-s intéressé-e-s et remplissant les critères ci-dessus peuvent envoyer leur dossier (CV et lettre de motivation) à l'adresse e-mail avarchives@icrc.org jusqu'au 09.12.2015.(Sujet: Stage Archives filmées). Contact stage archives filmées : Mme Marina Meier
Merci de noter que le stage déroulera à Genève et qu'aucune participation au logement n'est donnée. Seuls les candidats retenus pour des entretiens seront contactés, avant la fin de l'année. Merci de noter que le CICR n'est pas en mesure de couvrir les frais de voyage ou de logement. Cependant, les entretiens peuvent se faire par téléphone ou par Skype.

Digital Records and Archives Officer. IMF, Washington. Open until 6 August 2014

Job Description Archives and Records Officer ( Job Number: 1400453) Description The Technology and General Services Department is seeking to hire a Digital Records and Archives Officer. The Digital Records and Archives Officer position is part of a team of archivists and records officers that strive to deliver a world-class AArchives and Records Management (ARM) Program. Duties and Responsibilities: Under the general supervision of the Archives and Records IT Advisor, the Digital Records and Archives Officer manages systems supporting all formats of records. This role includes development and implementation of specific components to ensure the capture, authenticity, reliability, for current records as well as long-term accessibility to both its born-digital and digitized records. Work is accomplished through close collaboration with the Records Life Cycle Management groups and the Archives Reference group. Specific responsibilities include: - Manages the Archives Management System (AMS) and serves as back-up for the Records Management system. The AMS manages the support and enhancements of the archival descriptions catalog and its other functionalities such as the accession and appraisal database, declassification database, reference request database, and box management with bar-coding and offsite storage. Coordinates maintenance and enhancements with AMS vendor and IMF IT contacts; - Assists in developing and reviewing procedures and policies and enabling technology to ensure smooth operations and client satisfaction; - Provides recommendations for improving the effectiveness and efficiency of information governance and , operational processes including the development of new and standardized processes - Manages the Public Web Archives solution (internally and externally), including the monthly updates, user support and enhancements; - Improves delivery of information for the IMF Archives (i.e., develops, maintains, and expands the Archives' website and web-based resources and tools). Write/edit website content using SharePoint; - Provides business analysis support for Records and Archives related projects including requirements gathering, workflow design, and optimized solutions, with the goal of improving the efficiency of the ARM staff and making the collections more readily accessible to the researchers; - Develops or recommends and implements standards, procedures and workflows with regard to conversion and reformatting, storage and maintenance, methods of access and dissemination, and quality control for digital objects; - Manages digital media, including from analog to digital. Provides for tracking and storage of media. Provides assessment of format and media stability as required and implement optimum storage solutions going forward; - Develops and manages a long-term preservation program for digital records (both digitized and born-digital) based on archival standards, work done to date at the IMF, and ongoing developments in the field. The process includes managing source, preservation and access copies, addressing file formats as well as media types, and ensuring access to objects through the AMS. - Participates in developing the strategy for evaluation and migration or deletion of older content, through a proof of concept using automated categorization tools to identify content with potential enduring value in various systems such as Document Management System, Autonomy Email Archive, and network file shares. Tasks include development of procedures to transfer archival digital objects from these repositories as well as the Records Management system to the Archives Management system; - Researches current options for web archiving, particularly for SharePoint sites, as part of the digital archives; - Plans for and oversees digitization of archival materials based on priority as funding is available; - Develops user and system documentation as well as test scripts for Archives applications according to IMF IT guidelines. Provides testing of applications as needed for upgrades; - Monitors quality of the services and takes timely action to increase it by measuring the SLA and KPI results based on customers’ feedback. - General duties may include: reporting, maintaining project files and assisting with tasks as assigned on systems related efforts. Qualifications Education typically acquired by the completion of a relevant advanced university degree in Records Management, Archives Management and/or Information Science and technology or related field and a minimum of two years relevant professional experience is required. Or a bachelor degree in a related field together with a minimum of six years relevant professional experience is required. - Working knowledge of and experience with records and archives management systems and related technologies; experience with Adlib archives software and other archives software are desirable; - In-depth knowledge of current trends, professional records and archival standards, methods, and procedures in records and archives management and preservation of both paper and electronic form such as ISO 15489 for records management, and ISAD(G) and RAD for archival description; experience with digital archives management, preservation, and access standards and research is highly recommended; - Knowledge of best practices in assessment of needs and development of workflows in digital preservation strategies to utilize current technologies in information and content management in managing and preserving institutional archives and special collections; - Excellent English written and verbal communications skills, including writing user/technical documentation; - Experience in project management and business analysis, including strong analytical and problem-solving skills; experience with RFP and software evaluation processes is also desirable; - Strong interpersonal skills and ability to work as a member of a team is required; and an ability to interact with staff from diverse cultures and backgrounds is highly desirable; - Knowledge of web technologies, HTML, XML standards pertaining to documents, content, and data, and technical experience in handling multimedia objects including video; - Experience with Microsoft Applications - Word, Excel, PowerPoint, Visio, Project,SharePoint. “The IMF is committed to achieving a diverse staff, including gender, nationality, culture, and educational background”

Digital Archivist. IMF, Washington DC. Open until 24 april 2012

Digital Archivist (Job Number: 1200295)


Description


Description:

The International Monetary Fund (IMF) is seeking to appoint a Digital Archivist for a one-year contractual position. The Digital Archivist position is part of a team of archivists and records managers that strive to deliver a world-class archives and records management program.


Duties and Responsibilities:

Under the general supervision of the Archives and Records IT Advisor, the Digital Archivist manages systems supporting all formats of archival content. This role includes development and implementation of specific components to ensure the authenticity, reliability, and current as well as long-term accessibility to both its born-digital and digitized archives. Work is accomplished through close collaboration with the Archives Development Team.


Specific responsibilities include:

· Manage the Archives Management System (based on Adlib Archives software), which includes coordinating support and enhancements for the archival descriptions catalog, accession and

appraisal database, declassification database, reference request database, and box management with barcoding and on and offsite storage. Coordinate maintenance and enhancements with

Archives Systems vendor and with IMF IT contacts.

· Manage the Public Web Archives solution (internally and externally), including the monthly updates, user support and enhancements.

· Provide business analysis support for Archives related projects including requirements gathering, workflow design, and optimized solutions, with the goal of improving the efficiency of the ARM

staff and making the collections more readily accessible to the researchers.

· Develop or recommend and implement standards, procedures and workflows with regard to conversion and reformatting, storage and maintenance, methods of access and dissemination, and

quality control.

· Manage all digital media, including from analog to digital. Provide for tracking and storage of media. Provide assessment of format and media stability as required and implement optimum storage

solutions going forward.

· Develop and manage a long-term preservation program for digital archival records (both digitized and born-digital) based on archival standards, work done to date at the IMF, and ongoing

developments in the field. The process includes managing source, preservation and access copies, addressing file formats as well as media types, and ensuring access to objects through the

Archives Management System.

· Improve delivery of information in the IMF Archives (i.e., develop, maintain, and expand the Archives' website and web-based resources and tools). Write/edit website content using SharePoint.

· Participate in developing the strategy for evaluation and migration or deletion of older content, through a proof of concept using automated categorization tools to identify content with potential

enduring value in various systems such as Document Management System, Autonomy Email Archive, and network file shares. Tasks include development of procedures to transfer archival digital

objects from these repositories as well as the eRecords system to the Archives.

· Research current options for web archiving, particularly for SharePoint sites, as part of the digital archives.

· Plan for and oversee digitization of archival materials based on priority as funding is available.

· Develop user and system documentation as well as test scripts for Archives applications according to IMF IT guidelines. Provide testing of applications as needed for upgrades.

· General duties may include: reporting, maintaining project files and assisting with tasks as assigned on systems related efforts



Qualifications

Qualifications:

· Working knowledge of and experience with archives management systems and related technologies; experience with Adlib archives software is desirable;

· In-depth knowledge of professional archival standards, methods, and procedures in archives management and preservation of both paper and electronic form such as ISAD(G) and RAD for

archival description; experience with digital archives management, preservation, and access standards and research is highly recommended;

· Excellent English written and verbal communications skills, including writing user/technical documentation;

· Experience in project management and business analysis, including strong analytical and problem-solving skills; experience with RFP and software evaluation processes is also desirable.

· Strong interpersonal skills and ability to work as a member of a team is required; and an ability to interact with staff from diverse cultures and backgrounds is highly desirable;

· Knowledge of web technologies, HTML, XML standards pertaining to documents, content, and data, and technical experience in handling multi-media objects including video;

· Experience with Microsoft Applications - Word, Excel, PowerPoint, Visio, Project, SharePoint.



Educational Requirements:

Education typically acquired by the completion of a relevant advanced university degree in Records Management, Archives Management, Library and Information Science, or related field and a minimum of two years relevant professional experience is required. Or a bachelor degree in a related field together with a minimum of six years relevant professional experience is required.