Archivist (HYBRID)

About the Workplace Safety and Insurance Board (WSIB)

We’re here to help. When an injury or illness happens on the job, we move quickly to provide wage-loss benefits, medical coverage and support to help people get back to work. Funded by businesses, we also provide no-fault collective liability insurance and access to industry-specific health and safety information. We are one of the largest insurance organizations in North America covering over five million people in more than 300,000 workplaces across Ontario. For more information, visit wsib.ca.

At the WSIB, you’ll have the opportunity to:

• explore many career paths and follow your passion
• continuously learn and grow professionally
• be recognized for the great work you do
• participate in programs that support your health and wellbeing

You’ll also receive a competitive salary, along with a comprehensive benefit package and defined benefit pension plan.

Salary Grade:  N05        From:  $69,028.00  To:  $86,285.00

This is a temporary opporunity for up to 24 months in duration.

Job Summary:

The WSIB Archive is moving to London, Ontario from Toronto and the WSIB Archivists are looking for two temporary Archivists to assist primarily with the digitization of the collection and preparations for the move to London.

The WSIB Corporate Records Archive preserves and houses documentation that constitutes the corporate memory and final resolutions of the Board, which include but are not limited to policies, reports, historical files, photographs and unique WSIB historical artefacts.

The Archivists acts as the central point of contact in dealing with information requests for research from internal and external clients relating to corporate archival documents and provides consultation and coordination services to ensure continuity of the Board of Directors.

The Archivists support all internal staff and promote the use of the archive through collaboration with other business areas in the promotion and awareness of Archival best practices.

Major Responsibilities:

1. Ensure ongoing maintenance and preservation of the Corporate Records Archive through collection digitization and improve digital search access to archival resources through enhancement of controls and arrangement and description of archival holdings.

• Maintain and improve the digital archive and its SAAS Solutions.
• Work closely with the SAAS provider to ensure WSIB archive best practice and security protocols are observed.
• Maintain standards of practices and preservation for the cataloguing of Digital documents in the WSIB Corporate Archive.
• Maintain the standards of practice for digitization of all physical holdings in the Archive.
• Maintain standards of practice for managing the physical space of the archive both the active collection, at the WSIB building, and the offsite collection, at Iron Mountain.
• Develop and implement appropriate training to clients for the enterprise facing side of the Archival SAAS Solution.

2. Manage the Corporate Archives physical collection

• Catalogue and maintain all Board of Directors, Audit and Finance Committee, Investment Committee and Administrative Minute Documents and Books, practices and processes.
• Assist in the development of best practice for internal acquisition from other aeras within the organization
• Rehouse all files that are not yet in Hollinger boxes
• Manage any and all Iron Mountain boxes assigned to the Corporate Archive

3. Participate in the WSIB Corporate Records Archive Programs that ensures archival holdings are managed according to professional standards and WSIB practices.

• Review, edit and maintain the archival program for the WSIB through the Archival Manual and the Document Disaster Recovery Plan, etc.

4. Provide research, reference services, facilitating access and analysis support to clients of the Corporate Records Archive by:

• Conduct research using WSIB archives, the internal library and the online searches of reputable sources to obtain and compile information for clients
• Facilitate searches by clients by providing expertise and training to select and interpret documents
• Maintain the manual (i.e. a document capturing the details of all archivist processes)
•  Work with other areas to provide advice and support when determining what documentation inventories held by business areas should have an archival retention ensuring the integrity of the Corporate Archive’s collection by providing technical expertise and guidance to all levels of staff.
• Provide client training, guidance and advisory services to business areas on all aspects of the WSIB’s Corporate Records Archive related procedures, policies, and practices;
• Develop education materials and provide orientation sessions to new staff on the Corporate Records Archives Programs systems.

Job Requirements:

1. Education requirements:

Minimum Level Required

• Master’s degree in Archival Science, Records Management or Library Science
• A thorough understanding of digital file formats, electronic records management, and digital preservation practice and theory.
• Knowledge of electronic records issues, systems analysis, systems development concepts and data storage methods, media, and security.
• Knowledge of the technical requirements for digital preservation, including hardware, software, metadata schema and file formats.
• Strong technical skills: format validation and conversion methods, data integrity techniques and technologies, long term storage planning, and digital asset management systems.
• Experience with a wide range of computing operating systems, storage systems, and file formats.
• Working knowledge of software systems related to library digital imaging, management, access and preservation

Preferred Level

• Masters degree in Archival Science, Records Management or Library Science

2. Experience:

Minimum Level Required

• 1 year experience

Preferred Level

• 5 years

Our commitment to equity, diversity and inclusion

We respect and value the diversity of our people. We strive to create an environment where employees can be themselves and where our differences are celebrated.

The WSIB is committed to being accessible and inclusive, and following barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please let us know when we contact you and we will work with you to meet your needs.

Disclosing conflicts of interest

As public servants, employees at the WSIB have a responsibility to act in an ethical way at all times to create a respectful workplace and maintain public trust. Job applicants are required to disclose any circumstance that could result in a real, potential or perceived conflict of interest. A conflict of interest is any situation where your private interests may impair or be perceived to impair the decisions you make in your official capacity. This may include: political activity, directorship, other outside employment and certain personal relationships (e.g. with current WSIB employees, customers and/or stakeholders). If you have any questions about conflict of interest obligations and/or how to make a disclosure, please contact the Talent Acquisition Centre at talentacquisitioncentre@wsib.on.ca.

Privacy information

We collect personal information from your resume, application, cover letter and references under the authority of the Workplace Safety and Insurance Act, 1997. The Talent Acquisition Centre and WSIB hiring parties will used this information to assess/validate your qualifications, determine if you meet the requirements of vacant positions and/or gather information relevant for recruitment purposes. If you have questions or concerns regarding the collection and use of your personal information, please contact the WSIB’s Privacy Office at privacy_office@wsib.on.ca. The Privacy Office cannot provide information about the status of your application.

As a precondition of employment, the WSIB requires that prospective candidates undergo a criminal records name check any time before or after they are hired.

To apply for this position, please submit your application by the closing date.