ARST 596 - Fasken Martineau DuMoulin

ARST 596 – Fasken Martineau DuMoulin

Organization
Fasken Martineau DuMoulin

Address
2900-550 Burrard St
Vancouver, BC V6C 0A3
Canada
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Supervising Librarian/Archivist
Name: Marnie Bailey
Email: mbailey@fasken.com

Purpose of the project:
Fasken Martineau DuMoulin, at 135 years old, is one of the oldest law firms in Vancouver. We have documents and images going back to the beginning of our firm, which we would love to be able to access and use for firm events, marketing, and general internal use. We have had much of the print and all photos scanned and would like a proper, accessible, organized archive to be viewed and accessible to the firm

Summary of activities required to carry out the project:

  • Review the scans of photo albums, loose photos, letters, letterhead, firm retreat documents, scripts from firm presentations, and other items alongside the originals to create metadata tags

  • Group, organize, and tag the scanned items and advise on storage or destruction of the originals

  • Provide a simple, accessible display / search in SharePoint (other options possible based on the suggestion of the student) to provide access to the firm

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

Preservation of the firm’s history and heritage, accessible to all members of the firm

Time periods in which the project could be supervised:

  • Winter Term 1 (September – December)
  • Winter Term 2 (January – April)

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

There is no deadline – we are happy to have this worked on for as many terms as necessary, as we realize how large the project is.

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

Required:
Completion of the ARST core courses.

Recommended:

  • ARST 535 Personal and Community Archives
  • ARST 550 Management of AV, Non-Textual Archives
  • ARST 556L Metadata
  • ARST 556P Digital Images and Text Collections

Applications will be assessed on a rolling basis. 

Professional Experience application
To apply for this position, complete the online application form, including a resume and cover letter.

ARST 596 – City of Coquitlam Archives

Organization: City of Coquitlam Archives

Address

City of Coquitlam
3000 Guildford Way
Coquitlam, British Columbia V3B 7N2
Canada
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Supervising Librarian/Archivist

  • Name: Jamie Sanford 
  • Email: jsanford@coquitlam.ca
  • Phone: 604-927-3907

Purpose of the project:

The City of Coquitlam Archives is seeking a professional experience student to digitize (scan) and describe 35 mm strip negatives from the Tri-City News fonds. The project is a priority for the archives as the negatives are coming towards the end of their lifecycle.

Summary of activities required to carry out the project:

  • Rehouse negative strips into archival enclosures
  • Create item level descriptions for negatives
  • Add descriptions into a CSV (spreadsheet) for uploading into Quest (archives database)
  • Create preservation (TIFF) and access copies (JPEGS) of the negatives

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

That a selection of negatives will have been digitized and described and will be online and accessible for all. The student will have learned the basics of digitization and how to use Epson10000Xl hardware and gained some experience of working in a municipal archives setting.

Time periods in which the project could be supervised:

  • Winter Term 1 (September – December)
  • Winter Term 2 (January – April)

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

  • No. It will be done in several phases.

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

Required: ARST 515

Applications will be assessed on a rolling basis. 

Professional Experience application
To apply for this position, complete the online application form, including a resume and cover letter.

ARST 596 – University of British Columbia Archives

Organization
University of British Columbia Archives

Address
1961 East Mall
Vancouver, British Columbia V6T 1Z1
Canada
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Supervising Librarian/Archivist
Name: Alan Doyle
Email: alan.doyle@ubc.ca

Purpose of the project:
The project is a review of active records and archival material in the Department of Anthropology, including records of the former relationship and shared recordkeeping with the Department of Sociology.

Summary of activities required to carry out the project:
The project will involve consultation with various staff and faculty members, a survey of records, identification of archival material, as well as records that have met their retention requirements and should be destroyed. The student will make recommendations for how records are to be destroyed, retained, and archives, as appropriate.

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

The end result, for the host, will be unit approved record keeping in compliance with UBC Record Schedules. In addition, the unit will have identified existing and future archival material and established a transfer protocol with the University Archives. Finally, the destruction of paper records that have met their retention requirements, and the potential off-site storage of long term records at Library PARC (if required).

The student will gain experience consulting with a diverse group of staff/faculty, will make professional recommendations on destruction and preservation steps, will identify silos and problems with record keeping, and will make a final presentation of their work to the Department Head and Administrator which will aid the unit in meeting compliance with the UBC Record Schedules.

Time periods in which the project could be supervised:

  • Winter Term 1 (September – December)
  • 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:

Required:
Completion of the ARST core courses.

Applications will be assessed on a rolling basis. 

Professional Experience application
To apply for this position, complete the online application form, including a resume and cover letter.

ARST 596 – Records Management

Organization
BC Freedom of Information and Privacy Association (FIPA)

Email
fipa@fipa.bc.ca and employment@fipa.bc.ca

Address
Remote

Supervising Librarian/Archivist
Name: Alexandra Wieland
Day-to-day supervision Jason Woywada, Executive Director

Purpose of the project:

  • FIPA is a non-partisan, non-profit society that was established in 1991 to promote and defend freedom of information and privacy rights in Canada.
  • The Records Management Professional Experience is focused on ensuring that FIPA’s all-digital records are created, managed, retained, and disposed of in an effective and efficient manner.

Summary of activities required to carry out the project:

  • Apply existing retention schedule to the last year of digital records.
    • Including a backlog of event-based and selective retention records series that require manual review
  • Researching and implementing Document Sets into FIPA’s EDRMS (SharePoint)
    • Creating and validating metadata
  • Update FIPA’s Minutes Book, a legal recordkeeping requirement.
  • Review, revise and create documentation, policies, procedural guidelines and others.
  • Other duties as assigned.

Preferred skills: 

  • Experience using Microsoft Suite – Word, Teams, SharePoint, WordPress, etc.

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

  • This position is 100% Remote. Hours can be flexible. Students will need to be available for a weekly meeting during work hours (Monday to Friday, 9 am to 5 pm).
  • The Student will have the opportunity to:
    • Lead a records management project for a small-sized association.
    • Write and update workflows and policies as necessary.
    • Be able to highlight their contribution to FIPA.
    • Access continuing education through IAPP (CIPP-C, CIPP-E and CIPM training modules), InfoGovANZ (workshops), and other professional associations throughout their Professional Experience.

Time periods in which the project could be supervised:

  • Winter Term 2 (January – April)

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

  • Ongoing

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

Required:
Completion of the Archival Core Courses.

Preferred:

  • ARST 573 – Archival Systems and the Profession
  • ARST 565 Administering Records Under Freedom of Information and Protection of Privacy Legislation

Applications will be assessed on a rolling basis. 

Professional Experience application
To apply for this position, complete the online application form, including a resume and cover letter.

LIBR 596 – News Monitoring, Transparency Spotlight, and E-Library

Organization
BC Freedom of Information and Privacy Association (FIPA)

Email
fipa@fipa.bc.ca and employment@fipa.bc.ca

Address
Remote

Supervising Librarian/Archivist
Name: Alexandra Wieland
Day-to-day supervision Jason Woywada, Executive Director

Purpose of the project:

  • FIPA is a non-partisan, non-profit society that was established in 1991 to promote and defend freedom of information and privacy rights in Canada.
  • The News Monitoring, Transparency Spotlight and E-Library Professional Experience is focused on updates and refinement to FIPA’s Transparency Spotlight and News Monitoring resources – which highlights relevant Canadian and International news stories related to ATI/Privacy and related fields, and the E-Library a reference library of FIPA and third-party publications.

Summary of activities required to carry out the project:

  • Updating and maintaining FIPA’s E-Library on the FIPA website.
    • Applying and refining a defined methodology to execute external scans using content aggregation system
    • Development, refinement, and expansion of FIPA’s resource discovery and search methodologies.
  • Updating FIPA’s News Monitoring web resource page weekly.
    • Applying and refining a defined methodology to execute external scans using content aggregation system.
    • This may include analyzing, summarizing, and extracting key information from identified news stories. Development, refinement, and expansion of FIPA’s resource discovery and search methodologies.
  • Other duties as assigned.

Preferred skills: 

  • Experience using Microsoft Suite – Word, Teams, SharePoint, WordPress, etc.
  • Experience with WordPress
  • Familiarity with Boolean Operations
  • Familiarity with ProQuest, Feedly as well as Canadian Press Command News / NewsPro or similar programs is a benefit.

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

  • This position is 100% Remote. Hours can be flexible. Students will need to be available for a weekly meeting during work hours (Monday to Friday, 9 am to 5 pm).
  • The Student will have the opportunity to:
    • Develop search methodologies related to Privacy, Access and related fields.
    • Manage an open-source collection resource.
    • Work with Proquest, Feedly, Command News, and other information capture and news indexing applications.
    • Write and update workflows and policies as necessary.

Time periods in which the project could be supervised:

  • Winter Term 2 (January – April)

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

  • Ongoing

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

Required:
Completion of the Library Core Courses.

Preferred:

  • LIBR 510 – Taxonomies: Research and Evaluation
  • LIBR 580 – Collection Management
  • LIBR 581 – Digital Libraries

Applications will be assessed on a rolling basis. 

Professional Experience application
To apply for this position, complete the online application form, including a resume and cover letter.

Thesaurus construction for community-centered metadata

ARST 596 – Wild Bird Trust of British Columbia

Organization

Wild Bird Trust of British Columbia

Email

operations@wildbirdtrust.org

Address

Maplewood Flats, 2649 Dollarton Highway
North Vancouver, BC V7H 1B1
Canada
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Supervising Librarian/Archivist
Name: Jill Teasley

Purpose of the project:

As an organisation with a 30 year history, we have a substantial archive in need of an inquisitive and capable archivist who has successfully completed the Core Courses in the Master of Archival Studies program. If you have particular interest in conservation, wild birds, habitat restoration, and/or local Indigenous sovereignty, reconciliation and redress efforts, this will add to the experience.

The Archives Intern will assist with establishing intellectual and physical control of WBT’s inactive hardcopy records, helping WBT to sustain its operations and contributing to WBT’s culture of valuing and sharing knowledge from a decolonizing perspective.

Summary of activities required to carry out the project:

Under the guidance of the WBT Board Clerk and an experienced archivist volunteering for WBT, the Intern will:

  • Inventory WBT’s 30 years of hardcopy operational records;
  • Flag records of potential long-term value to the organisation and the communities it serves, then review these with the Board Clerk;
  • Identify records due for disposition per WBT’s new retention schedule, then follow WBT’s process to prepare those records for disposition;
  • Time permitting, develop a strategy for ongoing storage, preservation, and access for WBT’s long-term records.

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

The student:

  • Student has practiced core archives and records management skills and can speak to some of the nuances of applying these skills in a not-for-profit organizational setting;
  • Student has built relationships with WBT staff, volunteers, and potentially Board members;
  • Student has contributed to the WBT’s culture of knowledge valuing and sharing from a decolonizing perspective.

The host:

  • WBT has an inventory of its hardcopy records and is ready to dispose those it no longer needs to keep;
  • WBT has started applying its retention schedule and disposition process to managing its inactive historical records.

Time periods in which the project could be supervised:

  • Winter Term 2 (January to April)

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

Ideally by the end of April 2023.

Pre-requesite or co-requisite iSchool courses:

  • ARST 515 Arrangement and Description of Archives
  • ARST 516 Management of Current Records
  • ARST 520 Selection and Acquisition of Archival Documents
  • ARST 540 Archival Public Services (not required, but preferred)

Grad Student Support

Rare Books Special Collections Cataloguing Librarian

Audio Visual Heritage Association of British Columbia (AVBC)

Organization

  • Audio Visual Heritage Association of British Columbia (AVBC)

Email

Address

520 E 1st Ave
Vancouver, British Columbia V5T 0H2
Canada
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Supervising Librarian/Archivist

Purpose of the project:

The Audio Visual Heritage Association of British Columbia (AVBC) is a non-profit society incorporated in 1999 with a mandate to “promote and facilitate preservation, conservation and public access to the audio-visual heritage of British Columbia and Canada.” Since the mandate was developed, the needs of local organizations and individuals have shifted and AVBC has identified a gap through community surveys; not only are organizations underfunded and feel they lack the expertise to digitize/preserve media, many want to provide access to materials on their own terms. Therefore, AVBC works in a consulting role to support organizations’ needs around media preservation and management, as well as prioritizes education and mentorship around AV archival work.

Most recently AVBC has partnered with Creative BC to strategize and create a plan for their archive of legacy film and television materials stored in an off site storage facility and at risk of deterioration and loss. The purpose of this project is to work from an existing inventory to research the works represented and prepare archival appraisal recommendations and a strategy for next steps. The inventory contains descriptions of ca. 1300 media objects, mainly video tapes, with a few films and audio recordings. The materials were funded by the BC Film Commission (now Creative BC) and were deposited by the creators.

With the guidance and support of the AVBC project supervisors, the student would identify tiers of preservation priorities and recommend actions for each tier, and, through reading and conversations with stakeholders, determine where each work fits. An advantage of this approach is that the student could work remotely and wouldn’t need access to the physical materials. It would then be up to Creative BC to decide what to do with the results of the analysis, with the guidance of AVBC.

The project would be completed remotely, with meetings scheduled in person and/or over Zoom with the co-supervisors, Jana Grazley and Kristy Waller (Archivists, Board Members of AVBC). There would also be an opportunity to meet with Creative BC and Filmmaker/Writer Colin Browne who has been involved in this work.

Summary of activities required to carry out the project:

Orientation and project layout:

  • Orientation to the Creative BC film/TV inventory and background
  • Systems/standards training
  • Familiarization with AV appraisal and prioritization methods
  • Create a plan for research and mode of delivery

Research and documentation:

  • Create appraisal criteria
  • Analyze inventory
  • Research each piece of media
  • Document findings
  • Contact creators if necessary/possible
  • Identify AV materials to be prioritized for digitization/preservation
  • Identify materials to be returned to creators or culled from collection

Documentation of process and next steps:

  • Compile a document to report on work completed
  • Compile recommendations for next steps

 

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

By the end of the project the student will have prepared a document outlining recommendations for Creative BC and AVBC on the preservation, appraisal and prioritization of the legacy media. Ideally, the document will include information about existing copies in other collections, and a copyright analysis.

The student will gain experience working with media and understanding the complexities of AV appraisal and preservation. The student will be able to assist with planning requirements around access and preservation of the materials. The student will experience working in a non-profit archives setting and reflect on how their archival studies education applies in a professional context where archives are not the organization’s core business.

Time periods in which the project could be supervised:

  • Winter Term 1 (September – December)
  • Winter 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:

Required:

  • Completion of the MAS core

Recommended (one or more of the following): 

  • ARST 550; ARST 520; ARST 587 would be beneficial

Applications will be assessed on a rolling basis. 

Professional Experience application
To apply for this position, complete the online application form, including a resume and cover letter.