ARST 596 - Simon Fraser University Archives

Organization
Simon Fraser University Archives

Location
8888 University Drive
Maggie Benston Centre 0400
Burnaby, British Columbia V5A 1S6
Canada
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Supervising Librarian/Archivist:
Melanie Hardbattle

Purpose of the project:

Arrange, describe and make accessible the fonds of jazz musician, photographer and Coda Magazine editor William (Bill) Smith. The fonds includes Smith’s photographs documenting Canadian and international jazz, blues and folk musicians, ca. 1965-2002, as well as audio recordings, posters and other graphic material and textual records documenting Smith’s own performances and his writing of jazz and blues in Canada and elsewhere.

Summary of activities required to carry out the project:

Arrange and describe the records according to the Rules for Archival Description. Photographs will be described at the file level. Enter descriptions into AtoM database. If there is time, some digitization and/or additional physical processing will be done.

Expectations of the end result of the project, for both host and student:

The anticipated result of the project is that the William (Bill) Smith fonds is described and made accessible for research.

Time periods in which the project could be supervised:

• Winter Session, Term 2 (January – April)
• Summer Session, Term 1 (May – June)
• Summer Session, Term 2 (July – August)

Is there a deadline by which the project must be completed?

No deadline

Considering the project requirements, please suggest suitable coursework as pre-requisite or co-requisite:

• ARST 515 Arrangement & Description of Archival Materials

Applications will be assessed on a rolling basis

Organization
Corporate Records Office, Provincial Health Services Authority

Location
1333 W Broadway
Vancouver, BC V6H 4C1
Canada
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Supervising Librarian/Archivist:
Anisha Dhillon

Purpose of the project:

The purpose of this project is to support the PHSA FOI & Corporate Records Office in improving records and information management practices by developing tools and procedures for organizing, retaining, and disposing of records. The project will contribute to the development of a shared drive organization procedure, support records destruction initiatives, and create defensible destruction guidance for specific record types.

Summary of activities required to carry out the project:

The project will consist of three key initiatives:

1. Risk Management Shared Drive Organization
   • Review existing shared drive structures and records retention requirements.
   • Develop file plans, folder structures, naming conventions, and retention/disposition guidance.
   • Consult with stakeholders and incorporate feedback into final recommendations.
2. Employee Personnel Files Destruction Implementation
   • Support the review of off-site records inventories and physical records holdings.
   • Identify records eligible for destruction in accordance with approved retention schedules.
   • Document findings and provide recommendations to support implementation activities.
3. Defensible Destruction Procedure Development
   • Apply the Defensible Destruction Toolkit to training records and course materials.
   • Draft destruction requirements, methodology, and procedural guidance.

The project will conclude with the preparation and delivery of a final presentation summarizing project activities, key findings, recommendations, and outcomes for the PHSA FOI & Corporate Records Office.

Expectations of the end result of the project, for both host and student:

For the PHSA Corporate Records Office:

Advancing records management practices through the development of file plans, retention guidance, and destruction procedures that support the business needs of program areas.

For the Student:

Hands-on experience in records and information management, including records organization, retention scheduling, defensible destruction, stakeholder engagement, and records management work in a corporate healthcare environment.

Time periods in which the project could be supervised:

• Winter Session, Term 1 (September – December)
• Winter Session, Term 2 (January – April)
• Summer Session, Term 1 (May – June)
• Summer Session, Term 2 (July – August)

Is there a deadline by which the project must be completed?

No deadline.

Applications will be assessed on a rolling basis

Organization
W̱SÁNEĆ Leadership Council (WLC)

Location
Remote (a site visit is possible if desired)

Supervising Librarian:
Genevieve Weber

Purpose of the project:

To create a single unified filing structure and set of filing policies and practices for the W̱SÁNEĆ Leadership Council (WLC). The WLC works to promote the interests of the W̱SÁNEĆ First Nations by enhancing recognition of, and respect for, W̱SÁNEĆ Douglas Treaty rights and W̱SÁNEĆ Aboriginal rights and title. In line with its mandate, the WLC undertakes a wide variety of work delegated to it by its member Nations (Tsartlip and Tseycum First Nations) for the benefit of all W̱SÁNEĆ, including: Reconciliation negotiations, research projects, referrals management, cultural worker coordination, community planning, and much more.

Summary of activities required to carry out the project:

The following activities are anticipated and would be carried out with the support of the organizational supervisor:

Part 1:

• Review initial work to develop a unified filing structure, policies and practices.
• Undertake a high-level review of existing files, including meeting with staff virtually to understand their filing structures and needs.
• Complete development of the unified filing structure, policies and practices.

Part 2:

• Support staff to transfer their files into the new structure and troubleshoot any issues with the structure.
• Develop recommendations for file structure maintenance, on-going improvements, or other informational needs.

Expectations of the end result of the project, for both host and student:

For the Student:

• Learning Opportunities: With support, the student will design and implement a centralized filing system, policies and procedures that support efficient information management within a First Nations organization.
• Skills Development: The student will gain practical experience in applying records management principles including privacy, confidentiality and information governance principles, and Indigenous data sovereignty governance principles.
• Hands on Professional Experience: With support of the organizational supervisor, the student will gain practical experience collaborating with staff to evaluate existing information management practices and needs in order to identify practical user-focused solutions.
• Meaningful Contribution: The student’s work will directly impact on the accessibility and effectiveness of an organization that serves an important community function. Their contributions will be visible, valued, and foundational to future improvements.

For the Host:

• A centralized filing system that improves the organization, accessibility, and consistency of records.
• Enhanced operational efficiency by reducing the time required to locate, retrieve, and manage information.
• Improved records management practices through the implementation of standardized file structures, naming conventions, and documentation procedures.
• Greater information continuity by creating systems that support knowledge retention and reduce reliance on individual staff members.
• Strengthened information governance through improved management of confidential information, access controls, and records lifecycle practices.
• Supporting documentation and resources, such as filing guides and procedures, to assist staff in maintaining the system over time.
• Recommendations for ongoing improvements that support the organization’s long-term information management needs.
• Increased organizational capacity by completing a project that may not otherwise be possible within existing staff resources.
• A filing system designed to reflect the organization’s governance structure, operational requirements, and First Nations values, supporting effective management of information while respecting Indigenous data governance principles.

Time periods in which the project could be supervised:

• Winter Session, Term 1 (September – December)
• Winter Session, Term 2 (January – April)
• Summer Session, Term 1 (May – June)
• Summer Session, Term 2 (July – August)

Is there a deadline by which the project must be completed?

Yes, the draft filing structure, policies and procedures need to be developed by December 2026 so that file transfer may be started in early 2027.

Considering the project requirements, please suggest suitable coursework as pre-requisite or co-requisite:

Recommended: ARST 585/LIBR 564 Information Practice and Protocol in Support of Indigenous Initiatives

Applications will be assessed on a rolling basis

Organization
Arthur Erickson Foundation

Location
410 – 1639 West 2nd Ave.
Vancouver, BC V6J 1H3
Canada
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Supervising Librarian:
Alissa Cherry

Purpose of the project:

The Arthur Erickson Foundation (AEF) is a Canadian registered charity founded to preserve and promote the legacy of Canada’s foremost architect. The AEF has been given a significant collection of images (photographic prints, negatives, and slides) from Simon Scott, an architectural photographer who worked closely with Arthur Erickson. This collection is an immensely valuable record not only of Erickson’s built projects but also of the architect’s home and garden in Point Grey. The goal of this project is to complete a photograph scanning project to create a digital archive of these images. One hundred or more 4×5” negatives taken by Scott will be scanned to archival standards and associated metadata will be recorded. Some selection will be made to prioritize the scanning of images that document Arthur Erickson’s home and garden, followed by significant periods of his projects including the design and construction of Museum of Anthropology (MOA) building.

Summary of activities required to carry out the project:

Each image will be assigned a unique identifier – conventions for this will be worked out at the onset of the project. All relevant images will be scanned to archival standards. Minor image manipulation including cropping, straightening, and colour correction will be done using Photoshop or GIMP. Scanning will take place at the MOA Library & Archives. Metadata including when and where the images were taken, subject matter including people and buildings depicted in the images, and prior uses of the images such as publication when known will be recorded. This will initially be done on a spreadsheet. Some rehousing of the original negatives may be done as required.

Expectations of the end result of the project, for both host and student:

When the project is completed, the AEF will have digital versions of an important and at-risk collection of photographs. The metadata collected during the project will be the basis of item level archival descriptions. The student will meet regularly with the AEF director responsible for the archival project to discuss any questions and will gain experience completing an archival photographic digitization project from start to finish. He or she will be immersed in the work and life of renowned architect Arthur Erickson. Training and direct supervision on a day to day basis will be provided by professional staff at the MOA Library & Archives.

Time periods in which the project could be supervised:

• Summer Session, Term 2 (July – August)
• Winter Session, Term 1 (September – December)

Is there a deadline by which the project must be completed?

No deadline

Considering the project requirements, please suggest suitable coursework as pre-requisite or co-requisite:

Some experience doing image digitization and/or an interest in architecture is preferred.

Applications will be assessed on a rolling basis