Edinburgh has nearly 900 years of municipal and civic history in its city archives. Ensuring that such continuity is not lost by the digital revolution is a major challenge. The Information Governance Unit within the City of Edinburgh Council is the team charged with preventing digital records disappearing into a digital black hole. To help us in this task, we are looking for a committed and enthusiastic individual to join us on a permanent basis as a digital record-keeping specialist.
You will be primarily engaged in helping to design and implement Microsoft 365 to help us manage our public records more effectively, as well as setting up a Digital Archives Repository for born-digital and digitised archives. You will also support the wider development of the digital record-keeping aspects of the Council’s Information Strategy and statutory Records Management Plan.
You won’t do this alone. The 20 strong Information Governance Unit works with a wide range of colleagues and stakeholders from across the organisation and outside it – including the Scottish Government, regulators, statutory inquiries, and other public sector partners. As a team, we ensure the Council creates, manages, shares, and disposes of its information effectively and appropriately. Digital preservation is now recognised as a key part of this, and it is an area in which you will be tasked to help lead the team.
Over the first 24 months you will:
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Establish processes and procedures for digital archive appraisal, ingest, and management using Preservica’s Cloud Essentials platform
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Lead on a major digital preservation project to secure and review the Transport Initiatives Edinburgh company archive, which covers the early development of the city’s tram network
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Help design and implement record retention labels in Microsoft 365
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Develop with IT colleagues lifecycle management processes and templates for SharePoint Online / Teams sites
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Support an organisation-wide programme to migrate content into Microsoft 365
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Contribute towards the Council’s Information Strategy and Records Management Plan
As part of the Archives & Records Team, you will also support the wider development and promotion of effective information asset management across the organisation. This includes:
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Responding to enquiries from both the public and colleagues
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Facilitating access to both the City Archives, as well as records held in our Records Centre
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Preserving archives, both physical and digital, through assessment and intervention
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Engaging with communities and depositors to promote, enrich and diversify the collections within the City Archives
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Undertaking assessments of business processes and systems against relevant standards and policies
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Supporting information governance processes such as privacy impact assessments and subject access / freedom of information requests
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Drafting and providing briefings, presentations, reports, and training to colleagues and stakeholders
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Supporting and training volunteers to undertake basic archive management tasks
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Contributing to information governance projects
You must have a postgraduate qualification in archives and records management, or equivalent sector experience.