Digitization & Archives Administrator

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Closing Date 2022-07-20
Reference Number 22-968-05-099
Job Category Entry Level
Who Can Apply Canadian Citizens
Location Ottawa, Ontario
Salary Range $57,960 - $70,500
Status Indeterminate (permanent)
Language Requirement Bilingual Imperative (BBB)

Job Summary

STREAM 1 – DIGITIZATION

  • Operate multiple scanning hardware to fulfill corporate scanning requests.
  • Ensure the evidentiary/legal standards of corporate information are upheld throughout the digitization process. 
  • Update status of digitized records in the records management system.
  • Provide expertise and diligent adherence to procedures at all stages of the digitization conversion cycle.
  • Perform quality control checks on the results of the digitization conversion cycle to ensure the high standard of quality output is maintained and meets standards.
  • Act as a resource-person to clients and provide guidance regarding the digitization criteria of corporate records to assure adherence to relevant policies and procedures.
  • Schedule and inspect the repair of equipment with suppliers to ensure expected quality output and identify/recommend improvements to meet requirements.
  • Collaborate with the technician to resolve technical problems encountered with the scanning hardware and software equipment.
  • Provide training to unit employees on new equipment and processes.

STREAM 2 – ARCHIVES

  • Analyze and determine the archival significance of documents in an Information Management environment based on established policies and procedures.
  • Research/analyze data on corporate holdings to ensure compliance with disposition authorities
  • Prepare and complete the transfer of archival records to Library and Archives of Canada (LAC) to preserve their historical value
  • Conduct searches through various applications to remove/delete documents that have no corporate value in an effort to ensure quality
  • Ensure the appropriate classification of information and give direction to make the necessary amendments 
  • Assisting clients in searches for historical information where normal avenues of inquiry have failed to locate.
  • Act as a resource-person by providing advice/guidance on corporate holdings retention and disposal
  • Contribute to the establishment and modification of retention/disposal policies/procedures/guide

Education

For both streams: 

  • High school diploma and five (5) years of experience*
  • Undergraduate degree and one (1) year of experience*
  • College diploma (3-year) and two (2) years of experience*
  • College diploma (2-year) and three (3) years of experience*
  • College certificate (1-year) and four (4) years of experience*

The educational program must be from an accredited learning institution recognized in Canada. 

If you completed a program outside of Canada you will be required to obtain proof of a Canadian equivalency at your expense through a recognized credential assessment service.

Note: Any higher level of education could be recognized as experience.

Experience

For Stream 1 - Digitization

  • Experience working in an Information Management environment or experience working in a digitization program. 

For Stream 2 - Archives

  • Experience working in an Information Management environment including research, analysis and life cycle of information.

Candidates must also possess: 

  • Experience providing guidance and/or services to clients
  • Experience with computer applications to records or file management
  • Experience in applying policies and procedures

Assets

 For both streams:

  • Experience in performing quality assurance on documents in preparation for preservation, conservation, disposition or digitization.
  • Experience working with Records Management Information Systems (RMIS)
  • Knowledge of corporate file classification systems
  • Knowledge of Record Disposition Authority (RDA)
  • Experience operating digitization hardware or software

Competencies

  • Client Service
  • Problem Solving
  • Organizational Skills/Multitasking
  • Rigour

Conditions of Employment

  • Lifting of heavy items may be required (boxes of files, equipment, approximately 40 pounds/20 kg).
  • Standing for long periods (Digitization)

Notes

Please clearly demonstrate in your resume and cover letter how you meet each Education and Experience criteria by providing concrete examples including where, when and how these qualifications were acquired.  Failure to do so will result in the screening out of your application. 

A written test will be administered for the screening of candidates. 

While we continue to explore opportunities for flexible work arrangements, the majority of work in our organization must be done in the office and cannot be performed at home.

Reference Links

Security Requirements

Candidates must be eligible to receive an Enhanced Top Secret security clearance. The process involves a security interview, a polygraph, and a background investigation that includes credit and financial verifications. The use of illegal drugs is a criminal offense. Drug use is an important factor considered in your reliability and suitability assessment during the selection process. Therefore it is important not to use any illegal drugs from the time you submit your application.

Others

Important

Applicants must clearly demonstrate in their application how they meet each Education and Experience criteria. Failure to do so will result in the applicant being screened out of the career opportunity.

CSIS is a separate employer and is not subject to the Public Service Employment Act (PSEA). CSIS has its own classification, compensation system, and a different staffing regime. As such, we use a different staffing process and terminology.

CSIS is committed to building a workforce that is truly representative of the Canadians it serves by cultivating a diverse and inclusive workplace environment. This will be achieved by increasing employment equity group representation (including persons with disabilities, visible minorities, Indigenous peoples, and women) at all levels within the organization through hiring and talent management practices. We will also ensure that appropriate accommodations are made (e.g., specialized equipment, changes to physical workspace) to provide employment opportunities for all qualified candidates. In support of achieving a greater, diverse and skilled workforce, we strongly encourage those individuals who belong to one or more of the employment equity groups to self-identify when applying. 

Should you require accommodation in relation to a disability, please tell us at the beginning of the selection process. This information will be kept confidential. 

The personal information provided in your application is protected under the Privacy Act and will be held in Personal Information Bank SIS/P-PU-025.

We thank all applicants for their interest in CSIS. However, only those who are selected for further consideration will be contacted.
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