Digital Archival Associate

Position Title: Digital Archival Associate
Department: Library Information and Technology Services (LITS) Strategic Collections and Archives
Reports To: Archivist
FLSA Classification: Non-Exempt
Hours: 37.5 hours per week; normal full-time weekday schedule

The Digital Archival Associate is a hands-on archival professional who independently manages routine approved digitization projects and serves as the primary day-to-day administrator of the Seminarys private institutional repository. Working under the Archivist the Associate converts analog documents photographs audiovisual recordings microforms and other approved resources into well-documented digital assets; processes born-digital accessions under the Archivists direction; coordinates annual records collection from Seminary offices; performs quality control and repository ingest; maintains metadata permissions file integrity and preservation records; and protects private restricted copyrighted and confidential materials according to established archival policies.

• Demonstrates a mature and active Christian faith consistent with the Wesleyan-Holiness identity and mission of Asbury Theological Seminary.
• Affirms and supports the Seminarys Statement of Faith Ethos Statement Mission Statement and applicable community standards.
• Participates appropriately in the worshiping and spiritual life of the Seminary community.
• Integrates Christian character stewardship integrity patience accuracy confidentiality and respect into archival work and constituent relationships.
• Recognizes the preservation of the Seminarys institutional memory and historical resources as service to its teaching scholarship mission and community.

• Independently manages routine approved digitization projects from material intake and condition review through conversion quality control metadata creation repository ingest and final documentation.
• Confirms project scope priorities source materials required outputs naming conventions metadata expectations access restrictions preservation requirements and completion criteria with the Archivist.
• Develops practical work plans production sequences tracking records equipment assignments quality-control steps and schedules.
• Maintains intellectual and physical control of materials throughout preparation conversion processing return and storage.
• Documents project status exceptions technical decisions preservation actions errors and completion accurately.
• Escalates unusual sensitive confidential fragile damaged obsolete legally restricted or technically complex materials to the Archivist.
• Does not independently change collection priorities archival policies appraisal decisions or approved project scope.

• Digitizes approved documents photographs negatives slides audio recordings videotapes microforms and other analog formats.
• Prepares and handles source materials carefully according to established archival and preservation procedures.
• Operates approved scanners cameras audio and video conversion systems playback equipment computers and related digitization tools.
• Creates preservation masters production files and access derivatives in approved formats and resolutions.
• Performs image audio and video capture; cropping; orientation; color or tonal adjustment; file processing; transcoding; and other authorized corrections without altering historical meaning or evidential integrity.
• Performs systematic quality control for completeness legibility focus color sound synchronization technical specifications file naming and metadata accuracy.
• Refers fragile damaged rare unstable obsolete or unsupported formats to the Archivist for specialized handling conservation review or approved external conversion.
• Maintains clean orderly secure and preservation-conscious digitization workspaces.

• Serves as the primary day-to-day administrator of the Seminarys private institutional repository.
• Performs approved file ingest collection organization metadata entry and maintenance user-account administration permission assignment routine troubleshooting and usage reporting.
• Applies established collection structures metadata schemas controlled vocabularies naming conventions identifiers relationships and descriptive practices.
• Maintains accurate links among source materials digital files repository records restrictions rights information and preservation documentation.
• Provides approved internal users with appropriate assistance in locating understanding and accessing authorized repository resources.
• Documents repository configuration workflows permissions recurring issues and operational changes.
• Recognizes that the Archivist retains authority for archival policy appraisal access restrictions collection priorities and exceptional access decisions.
• Does not independently publish release distribute or grant external access to repository materials without the Archivists approval.

• Processes born-digital accessions under the direction of the Archivist and according to established appraisal transfer description preservation and access requirements.
• Receives inventories verifies organizes documents and ingests approved born-digital records while preserving provenance original order file relationships and available transfer information.
• Coordinates the annual collection of institutional records from Seminary offices according to schedules priorities instructions and requirements established by the Archivist.
• Communicates with designated office representatives concerning annual submissions approved transfer methods required documentation file organization deadlines and follow-up.
• Tracks office participation submissions outstanding records transfer status exceptions and completion and reports unresolved matters to the Archivist.
• Assists the Archivist and Seminary offices in documenting and maintaining departmental records-retention schedules inventories transfer procedures and related guidance.
• Provides practical training and assistance to Seminary offices concerning repository submission file preparation naming organization transfer and approved records-retention practices.
• Does not independently appraise records authorize destruction establish retention periods alter legal or institutional requirements or accept exceptional transfers without the Archivists approval.

• Monitors file integrity checksums storage status backups preservation formats ingest results fixity reports and repository alerts according to established procedures.
• Maintains preservation masters separately from access derivatives and protects files from unauthorized alteration deletion disclosure or distribution.
• Identifies corrupted missing duplicated improperly named unsupported inaccessible or at-risk files and initiates approved corrective action.
• Coordinates repository storage backup security authentication integration and other technical issues with the Archivist and appropriate LITS systems personnel.
• Maintains equipment logs calibration information conversion settings format profiles storage records and preservation-action documentation.
• Participates in approved testing migrations upgrades recovery exercises and workflow improvements.
• Does not independently modify infrastructure security controls retention rules backup configurations or repository-wide settings outside assigned authority.

• Applies established copyright donor-restriction privacy confidentiality records-management retention and access-control requirements.
• Reviews available rights and restriction information before digitization ingest description access assignment or reproduction.
• Assigns approved internal permissions and restrictions accurately and verifies that repository access reflects current authorization.
• Protects personally identifiable information confidential institutional records donor-restricted materials credentials and nonpublic repository content.
• Refers uncertain conflicting incomplete sensitive or exceptional rights and access questions to the Archivist before proceeding.
• Maintains appropriate records of approvals restrictions access changes requests reproductions and disclosures.

• Follows digitization metadata preservation repository accessibility documentation security and quality-control standards established by the Archivist.
• Identifies recurring errors workflow inefficiencies equipment limitations format risks metadata inconsistencies storage concerns training needs and preservation priorities.
• Researches practical alternatives and submits evidence-based recommendations to the Archivist.
• Maintains accurate production statistics project records ingest logs quality-control results repository usage data and status reports.
• Provides the Archivist with timely updates concerning progress exceptions risks unresolved issues access concerns and recommendations.
• Contributes operational evidence for departmental planning institutional assessment accreditation historical research and continuous improvement.

• Participates in LITS planning assessment accreditation support and continuous-improvement activities as assigned.
• Maintains current knowledge of relevant professional standards technologies and practices through appropriate professional development.
• Performs other duties consistent with the scope and level of the position as assigned.

• Holds no purchasing contracting budget-management or financial-approval authority.
• Identifies needs involving digitization equipment repository software digital storage preservation supplies repairs contractors vendors external conversion and related services.
• Prepares recommendations describing need expected benefit urgency cost considerations compatibility preservation impact and operational implications.
• Submits all equipment software storage preservation-supply repair contractor and vendor recommendations to the Archivist.
• Does not commit funds approve purchases execute agreements retain contractors authorize vendor work release materials for external conversion or represent approval.
• Uses Seminary equipment software storage supplies and archival resources responsibly and reports loss damage security concerns licensing issues or anticipated costs.

• Has no direct reports and does not conduct employee performance evaluations.
• Provides task-level direction training and quality-control guidance to authorized student workers interns volunteers temporary personnel and approved contractors assisting with digitization or repository work.
• Reports performance conduct confidentiality preservation security or quality concerns to the Archivist and does not hire discipline retain dismiss or make formal personnel commitments.

• Flatbed sheet-fed book film and photographic digitization equipment as available; audio/video capture systems; image audio video OCR and metadata software; digital repositories and preservation storage; checksumming and file-management tools; archival supplies; library systems; and standard office equipment.

• A bachelors degree in archival studies library or information science history digital humanities media preservation or a related field is preferred but not required.
• At least two years of relevant archival digitization repository library records-management imaging or audiovisual-conversion experience is preferred but not required.
• Position-specific training in approved digitization equipment metadata practices preservation workflows and repository systems will be provided on the job.
• Basic computer proficiency and the ability to learn new equipment software metadata practices file formats and repository systems are required.
• Demonstrated attention to detail organization confidentiality careful material handling accurate documentation and consistent completion of repetitive quality-control work are required.
• Ability to independently manage routine approved projects follow technical procedures recognize exceptions and seek guidance appropriately is required.
• Strong written communication problem-solving judgment teamwork and constituent-service skills are required.
• Experience with scanning digital photography audio or video conversion born-digital accessioning records retention metadata digital preservation archival description or institutional repositories is preferred.
• Demonstrated commitment to the mission Statement of Faith and community standards of Asbury Theological Seminary is required.

• Maintains a normal full-time weekday schedule aligned with established departmental operating hours.
• No evening or weekend work is expected for this position.
• Coordinates planned absences project schedules and service coverage with the Archivist.

• Handles fragile rare aging damaged and potentially sensitive archival materials carefully and according to established procedures.
• Works for prolonged periods at computers scanners cameras audiovisual-conversion stations and quality-control workstations.
• Performs repeated keyboarding scanning material positioning fine visual inspection and attentive listening to audiovisual content.
• Safely lifts carries positions and moves archival boxes books media supplies and digitization equipment weighing up to approximately 40 pounds.
• May bend reach kneel stand or use approved carts and step stools while retrieving transporting and positioning materials.
• Follows archival-handling electrical ergonomic equipment-safety privacy security and workplace-safety practices.
• Communicates any required workplace accommodation through the appropriate Employee Services (Human Resources) process.