NWU

NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS) | DEPARTMENT - DATA AND INFORMATION GOVERNANCE | POSITION NUMBER: N000090 |VACANCY: PHOTO AND DIGITAL ARCHIVIST PEROMNES GRADE: P11 EMPLOYMENT TYPE: PERMANENT APPOINTMENT

PURPOSE OF THE POSITION                                                                                          

To acquire, process, preserve, and maintain NWU photographic and other digital materials of archival value, ensuring their long-term accessibility, authenticity, and contribution to the preservation of the university’s institutional memory.

Archival management system: implementation, administration and governance

·          Responsible for the functional implementation, administration, governance, optimisation, and ongoing management of the archival management system to enable effective digital archival management, preservation, and access.

         This includes:

·      Coordinating the implementation, configuration, workflow development, testing, migration, integration, and operationalisation of the archival management and digital preservation systems (AtoM and Archivematica).

·      Developing, implementing, and maintaining metadata structures, archival description standards, authority records, controlled vocabularies, and data governance practices to ensure consistent and accurate description of archival collections.

·      Managing the ingest, quality assurance, validation, indexing, and migration of digitised archival material within the systems, ensuring accurate capture of metadata and digital objects within the archival management system.

·      Ensuring alignment between archival principles, digital preservation requirements, institutional records management practices, and system functionality.

·      Managing system-related archival workflows, user requirements, access controls, and continuous improvement initiatives.

·      Providing guidance, training, and support to users and stakeholders to promote effective utilisation of the system.

·      Monitoring and researching emerging technologies, including artificial intelligence applications, digital preservation solutions, and automation opportunities to enhance archival workflows, system functionality, and service delivery.

                   Photographic and digital archival collections management

·          Responsible for the acquisition, appraisal, processing, arrangement, description, preservation, and management of photographic and digital archival collections.

This includes:

·      Identifying, acquiring, and appraising historically significant photographs and digital archival material from internal and external stakeholders.

·      Processing, arranging, describing, and maintaining archival collections in accordance with archival standards and institutional requirements.

·      Maintaining collection inventories, catalogues, indexes, finding aids, and associated documentation to support access and preservation.

·      Managing the physical organisation, storage, and location control of photographic collections, including improvements to archival storage practices.

·      Supporting access to photographic and digital collections for research, institutional heritage, museum exhibitions, and other university purposes.

·      Participating in and supporting digitisation initiatives for photographic and digital collections by applying appropriate digitisation standards, digital preservation principles, and archival best practices to ensure long-term accessibility and authenticity of digital content.

                      Awareness, Outreach and Client services

·          Responsible for promoting access to archival collections through outreach initiatives, website and social media platforms, and providing reference services to staff, students, and researchers.

                   Occupational Health and Safety (OHS)

·      Responsible for complying with occupational health and safety requirements, departmental procedures, and institutional protocols, including participation in emergency drills and ensuring a safe working environment.

 

KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:

·        Archival and preservation knowledge – Strong understanding of archival theory, preservation principles, methodologies, and techniques for both physical and digital archival materials.

·        Photographic and digital preservation – Knowledge of standards and best practices for processing, digitisation, description, preservation, and access to photographic and digital collections.

·        Metadata and archival description – Ability to create, maintain, and manage archival metadata, finding aids, and catalogues in accordance with recognised archival standards.

·        Archival management systems – Knowledge and experience in implementing, configuring, administering, and maintaining archival management systems and digital repository platforms (AtoM and Archivematica). Ability to support metadata management, data migration, system integration, user training, and digital preservation workflows.

·        Digital systems and copyright – Knowledge of digital storage, backup, digital preservation principles, copyright, intellectual property, and ethical considerations relating to digital collections.

·        Legislation and archives management – Knowledge of relevant archival, records management, information governance, privacy, and access to information legislation.

·        Research and reference services – Ability to support researchers and provide reference and information services to internal and external users.

·        Communication skills – Excellent written and verbal communication skills in English and Afrikaans.

·        ICT competency – Proficiency in Microsoft Office, Windows, image editing software (e.g. Adobe Photoshop or equivalent), digital image restoration, database management, and related archival software. 

·        Web and social media skills – Ability to maintain online archival content of the department’s webpage and contribute to digital engagement initiatives

·        Attention to detail and analytical skills – Excellent analytical, organisational, problem-solving, and quality assurance skills with a high level of accuracy.

 

BEHAVIOURAL COMPETENCIES 

·        Communication and collaboration – Ability to communicate effectively and build positive working relationships with colleagues, students, researchers, and external stakeholders. Demonstrates a collaborative and professional approach in achieving departmental objectives.

·        Independence and initiative – Ability to work independently, exercise sound judgement, take initiative, and demonstrate a proactive and service-oriented approach while requiring minimal supervision.

·        Interpersonal skills – Ability to establish and maintain effective working relationships through professionalism, respect, and a customer-focused approach when engaging with internal and external stakeholders.

·        Planning and organisational skills – Ability to plan, organise, coordinate, and prioritise multiple tasks, projects, and deadlines effectively while maintaining accuracy and quality standards.