Electronic Records Archivist

Electronic Records Archivist (#0000271)

Archives & Special Collections (A&SC) University Library System (ULS)

University of Pittsburgh (Pitt)

The Electronic Records Archivist is a full-time, appointment-stream Librarian within Archives & Special Collections at the University of Pittsburgh Library System (ULS). This position reports to the University Archivist & Records Manager and is primarily responsible for processing born-digital archival collections. The Electronic Records Archivist plays a critical role in managing the lifecycle of digital archival materials, from acquisition and appraisal through preservation and access in consultation with colleagues. This position develops and implements workflows for processing electronic records in diverse formats, including email, databases, websites, digital photographs, audiovisual materials, and files created in legacy software environments.

The Electronic Records Archivist also supports access to digital collections by creating descriptive metadata and finding aids, responding to researcher inquiries, and exploring innovative approaches to providing access to electronic records while ensuring compliance with legal, ethical, and donor restrictions. This position offers opportunities to contribute to the profession through presentations, publications, and service on professional committees.

Librarianship is a public services profession, which requires librarians and staff to be actively engaged with faculty, staff, and students in person, including being present for drop-in consultations, library instruction, attendance at department meetings, graduate student seminars, faculty orientations, outreach, and campus events, etc., at an in-person residential campus such as the University of Pittsburgh.

Responsibilities

• Organizing and describing born-digital archival material, including electronic records, email, and digital media. Work with the Digital Preservation Librarian to ensure born-digital collections are ingested into Preservica and made accessible to researchers.
• Collaborating with collection archivists, Digital Preservation Librarian, and ULS IT staff to plan and execute the successful acquisition and transfer of born-digital archival collections to the library system.
• Initiating web crawls of University of Pittsburgh websites in consultation with the University Archivist. Review resulting crawls for completeness and accuracy.
• Assist the University Archivist & Records Manager in providing guidance to university departments concerning the organization and access to their electronic records, including document management systems.
• Contributing to the development and documentation of procedures for transferring and processing electronic record acquisitions within A&SC, such as:
• Born-digital content received via transfer using online tools- including but not limited to text files, digital images, audio/visual files, and email.
• Digital material on current and legacy physical media, including hard drives, floppy disks, compact disks, and others.
• Digitized material scanned in-house, including manuscripts, photos, audiovisual material, and publications.
• Identifying and exploring software and tools, including those utilizing artificial intelligence, to aid in efficient electronic records and email processing.
• Offer instruction and outreach about state-of-the-art tools and software related to born-digital

collections to faculty and students in collaboration with ULS units, including but not limited to, Digital Scholarship & Publishing, Information Technology, and Research & Learning units.

• Assisting and advising colleagues on processing born-digital portions of hybrid collections.
• Providing research assistance and security for the A&SC Reading Rooms on a scheduled basis from four to eight hours per week. Providing high-quality general reference and research support and promoting library services and collections.
• Participating in inventorying and/or preparing other physical collections for research access as needed.
• Contributing to departmental initiatives, as needed, such as class visit support, exhibits, and events.

Librarians at the University of Pittsburgh are members of the faculty and are expected to demonstrate continuous professional development in addition to performing their specific responsibilities. This expectation includes such activities as participating in and contributing to departmental, library and campus-wide committees or working groups as well as the profession at a regional, national, and/or international level, maintaining a broad awareness of current and emerging issues that affect their particular areas of expertise, participating in relevant publishing and presentation opportunities, and pursuing knowledge of professional trends and developments that can be applied to evolving research, services and collections. Approximately 10% of the librarian's time should be directed toward such activities and will be included as part of the annual evaluation.

Specifically, The Electronic Records Archivist Is Expected To

• Keep abreast of and contribute as appropriate to emerging technologies and trends in digital archiving and make recommendations for their integration into the University's archival

processes.

• Contribute to the profession through publications, presentations, teaching, and other professional activities
• Seek out appropriate roles in professional associations, research, and/or publication on the regional, nationa,l and international level
• Participate actively in ULS and campus-wide working groups and committees, as appropriate

Required Qualifications

• Master's degree in Library and Information Science, Archival Studies, from an ALA-accredited institution or another relevant advanced degree.
• Knowledge of archival theory, principles, and best practices for both physical and digital materials
• Understanding of electronic records management standards and frameworks (such as OAIS, PREMIS, Dublin Core)
• Familiarity with digital preservation concepts, including file formats, migration strategies, and metadata standards
• Ability to appraise, arrange, describe, and provide access to electronic records
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to work independently and collaboratively with diverse stakeholders

Preferred Qualifications

• Digital Archives Specialist (DAS) certification from the Society of American Archivists
• Experience with archival content management systems and digital asset management platforms (such as ArchivesSpace, AtoM, Preservica, or similar)
• Knowledge of relevant legal and regulatory frameworks, including copyright, privacy laws like FERPA and HIPAA, and records retention requirements
• Familiarity with programming or scripting languages (Python, XML, SQL) for automation and data processing
• Project management experience
• Experience providing reference services and creating finding aids or user documentation
• Understanding of emerging technologies such as cloud storage, artificial intelligence applications in archives, or blockchain for provenance tracking

The University of Pittsburgh

Founded in 1787, the University of Pittsburgh ( is one of the oldest institutions of higher education in the United States. Today, Pitt is an internationally recognized center of learning and research, strong in the arts and

sciences. Pitt serves approximately 35,000 students, including more than 9,800 graduate students, in the seventeen schools at the Pittsburgh campus and the four regional campuses. The University produces the most employable graduates of any public school in Pennsylvania, even "outpacing Ivy Leaguers," according to Forbes. Ranking No. 28 in U.S. patents

among global universities, Pitt is a powerhouse in research and innovation. The Class of 2023 achieved an outstanding career outcomes rate, highlighting the success of our world-class education and the dedication of our undergraduates. In

the 2023 Higher Education Research and Development (HERD) survey, Pitt ranked No. 17 out of 900 institutions in R&D expenditures. Pitt was named a Fulbright Top Producing Institution for U.S. Students and Scholars for the 2023-24

academic year by the U.S. Department of State. U.S. News and World Report ranks Pitt No. 47 on its list of best global universities.

The City of Pittsburgh

The city of Pittsburgh is in the foothills of the Allegheny Mountains in Southwestern Pennsylvania. Consistently ranked as one of the most livable cities in the United States, Pittsburgh is recognized for its natural beauty and unique blend of

cultural, education, and technological resources. Additional information on the city of Pittsburgh can be found at:

Salary: The rank is open, and the salary is commensurate with qualifications and experience, with an initial salary of

$60,000. This position is represented by the University of Pittsburgh Faculty Union and is subject to the terms and

conditions of the collective bargaining agreement between the University of Pittsburgh and the union. Comprehensive

benefits package includes health and wellness plans, retirement savings plans, one-month (20 working days) vacation per year, and tuition assistance.

The successful candidate will meet the criteria for appointment at the rank of Librarian I, II, or III and will be hired on an initial 3-year renewable contract in the appointment stream. For further information, please see: ULS Guidelines for

Faculty Librarians.

Please apply through the University of Pittsburgh's Talent Center, requisition number 26000517. In addition to creating a Talent Center account, please upload/attach a cover letter, CV, and three professional references with contact information. Any questions regarding the application process should be directed to Sharon McMasters ([email protected]).

Visa sponsorship is not offered with this position.

Review of applications will begin immediately and continue until the position is filled; primary consideration will be given to those received by March 9, 2026.

Archives and Special Collections

Assignment Category

Full-time regular

Bargaining Unit Eligibility

This position may be bargaining unit eligible

Campus

Pittsburgh

Child Protection Clearances

Not Applicable

Required Attachments

Cover Letter, Curriculum Vitae

Optional Attachments