Senior Records Manager and Archivist, Harvard Library, Cambridge, MA

Posted April 29, 2024

Job Summary

Although this position will remain posted until filled, applicants are strongly encouraged to apply by end of day on June 7, 2024.

The Harvard University Archives (HUA) seeks a Senior Records Manager and Archivist (SRMA) to support the Archives’ mandate to promote the highest standards of management for Harvard’s current records and goal of transitioning to a digital-first records management environment. Reporting to the Associate University Archivist for Collection Development and Records Management Services (AUACDRMS), the SRMA will provide leadership in the development and implementation of a model and comprehensive University records management program that both protects the interests of the University and also contributes to its educational and research missions by providing records stewardship guidance to Harvard staff.

The SRMA leads the delivery of a full spectrum of records management services including oversight of the development and maintenance of the University’s records schedules; developing and delivering educational training and offerings for University staff; and consulting with offices on aspects of their record keeping practices. The SRMA works closely with the Senior Digital Records and Information Manager to assist in the transformation of HUA and Harvard’s records management program from paper-based to a digital-first records environment and implement guidance for the management of born-digital records in University offices.

The SRMA will be a member of the senior Collection Development and Records Management Services (CDRMS) team, along with the Senior Digital Records and Information Manager, Senior Collection Development and Electronic Records Archivist, and Senior Collection Development Curator/Archivist, to assist the AUACDRMS in overall planning, coordination, policy, and workflow development for the department, and to devise strategies and goals for the collection and appraisal of University records, in all formats, of long-term administrative and historical significance.

The successful incumbent will have strong experience developing and implementing records management or information governance programs within academic or cultural settings; a user and outreach driven orientation with persuasive and diplomatic interpersonal skills, including the ability to communicate and present complexity with clarity, enthusiasm, and impact; familiarity with born digital records and enterprise-wide systems in which they are commonly held, such as Microsoft 365, and with records management software platforms, such as Zasio; comfort working at scale in a large and decentralized landscape; familiarity with stewardship of archival records and experience advocating for and working collaboratively with archivists and/or curatorial staff to ensure records with long-term administrative or historical value are preserved; technical and interpersonal skills to thrive in a fast-paced, forward facing work environment; and demonstrated commitment to equity, diversity, inclusion, belonging, and antiracism.

Position Description

Provides high-level records retention and stewardship guidance to Harvard offices (including Central Administration, Schools, research centers, etc.), faculty and staff and acts as a consultant on University information life cycle management and document management projects.
Responsible for writing and updating record schedules, including the General Records Schedule and office-specific records retention schedules, to satisfy business needs and remain in compliance with changing legal and regulatory requirements. Conducts and provides guidance in legal, administrative, financial, and historical value analysis to determine records retention requirements.
Analyzes records retention and dispositions recommendations from various legal and professional sources; monitors changes in federal, state, and local laws and policies and works with stakeholders to update records schedules in a timely manner.
Collaborates with the Senior Digital Records and Information Manager to provide high-level guidance and assistance for offices in developing, implementing, and improving record keeping systems and practices, especially for born-digital records.
Under the leadership of the AUACDRMS, leads programmatic efforts to design and deliver a full spectrum of asynchronous and synchronous records management and stewardship policy training to the Harvard community; and educational offerings on topics including understanding and applying Harvard records schedules and policies to records in all formats, information security protocols, and appropriate handling of confidential information.
Partners with the Office of General Counsel, Risk Management and Audit Services, and other stakeholders to align HUA policies with information governance guidance across university policies and offices, including policies relating to access to electronic information, retention and maintenance of research records and data, and authorization of destruction of digital content.
Supervises Records Manager/Archivist for Operations and may supervise LHTs, student employees, and interns.
With the Records Manager/Archivist for Operations, coordinates the destruction of records to ensure their proper and timely disposition.
Identifies and promotes the maintenance of records with long term historical or administrative significance to preserve institutional memory and heritage; collaborates with CDRMS staff on the collection and appraisal of University records of long-term administrative or historical significance.
With the University Archivist and the AUACDRMS, coordinates with other Harvard archives/records management units to ensure the successful operation of Harvard’s records management program.
Presents and advocates on behalf of Records Management Services and the Harvard University Archives to the University and external communities, including outside vendors. As assigned, serves on committees and working teams, in particular those seeking input from records management/archives on information governance, information security, and information technology.
Develops a vital records program that assures protection for important/historical University records. Works with staff responsible for security and disaster recovery to assure that vital records are protected.
Assists with the retrieval of records, as appropriate, to meet legal requests for documentation, including responses to subpoenas and similar requests for records or information.
Maintains currency in the field, both nationally and internationally.

Basic Qualifications

Master’s Degree in library/information science/archives or equivalent with successful completion of records management and archives coursework.
Minimum of 7 years of professional experience in records management and/or archives.
Demonstrated supervisory experience.
Must be able to travel independently to other work locations as needed, including to Southborough, MA.

Additional Qualifications and Skills

Progressive senior experience working in a records management function or Archives required, preferably in a university/academic/cultural setting.
Demonstrated knowledge of trends, principles, and practices in records management, information governance, and born-digital materials, including demonstrated experience developing and implementing records retention schedules, and proficient knowledge of laws and regulations applicable to the various record types created and maintained in a University/academic setting.
Strong user and customer service orientation, with excellent interpersonal and diplomatic skills evidenced by success in a collaborative environment.
Demonstrated ability to work effectively with large and culturally diverse stakeholder community, including high level administrators and employees at all levels of the organization, and to foster productive working relationships.
Highly developed oral and written communication skills required, including excellent presentation and persuasive skills necessary to foster a culture of compliance and commitment to high-quality records management.
Strong critical thinking and problem-solving skills, with the ability to appreciate nuance and make recommendations that are both legally compliant and practical to implement.
Demonstrated ability to work independently and to work effectively and collegially as part of a team.
Demonstrated ability to manage a variety of complex projects and tasks in a complex and dynamic environment and to manage multiple projects simultaneously, with excellent attention to detail.
Demonstrated discretion in handling confidential and/or sensitive information.
Demonstrated commitment to equity, diversity, inclusion, belonging, and antiracism.
Capacity to thrive in an environment of change.
Demonstrated commitment to ongoing professional development and growth, such as strong and active participation in records management and/or archives professional and continuing education programs.
Certification as a records manager (CRM) preferred.
Experience with enterprise-wide SaaS-based records management software platforms, such as Zasio, preferred.

Physical Requirements

Must be able to regularly lift 40 lb. records storage boxes.

Working Conditions

Interacting with collections that may contain dust, mold, or other contaminants.
At times may work in basements, attics, warehouses, and other records storage areas that may be dusty or moldy.
The position will be based on our campus in Cambridge, MA. There may be opportunity for a hybrid work model compliant with Harvard University policies.
Work location is responsive and subject to change based on business needs.
Requests for flexibility will be considered consistent with Harvard University flexwork policies.

Click here for more information and how to apply.