Archivist/Assistant Archivist, Metadata & Declassification

[What the role is]

The National Library Board (NLB) nurtures Readers for Life, Learning Communities and a Knowledgeable Nation by promoting reading, learning and history through our network of 28 libraries across Singapore, the National Library and the National Archives of Singapore.

At NLB, you can look forward to a flexible, hybrid work environment with rewarding, impactful deliverables that improve the lives of the community. With caring colleagues, you will be in an ideal environment for professional development, innovation and impact.

We can offer you:
• A chance to Impact the Community, bridge gaps and empower everyone with the opportunity for learning and discovery.
• An opportunity to Innovate and Push Boundaries. We value ideas, curiosity and a passion for innovation to transform our libraries and archives.
• An organisation that Cares for your Growth and Wellbeing through investment in staff development and wellbeing in a supportive and collaborative environment.

We are looking for a forward-thinking individual to support the National Archives of Singapore (NAS) in its core work of facilitating access to archival collections across two primary areas: 1) the design and implementation of archival metadata governance initiatives; and 2) declassification of official government files. As a member working across both the Metadata Team and the Declassification team, you will help to conceptualise, design, review and improve governance of NAS metadata. You will also review government files and work closely with various government agencies on the declassification of their files. The role further involves establishing relevant workflows and processes, including exploring the use of technology to strengthen archival access, governance, and operational efficiency.

Work Location will be at National Archives of Singapore (NAS), 1 Canning Rise, Singapore 179868.

[What you will be working on]

Metadata:

• Researching and Modelling Archival Context:
  • Research, document, and organise information about government administrative history, including merger and dissolution of pre- and post-colonial government agencies and performance of government functions
  • Apply standards such as Records-in-Contexts (RiC) to conceptually model NAS’s collections
• Development, Implementation, and Evaluation of Research Projects:
  • Design and implement internal studies and research projects (e.g. pilots, proof-of-concepts) to evaluate value, effectiveness, and sustainability of proposals.
  • Methodologically study internal and external users to support user-centric design of systems, processes, and policies.
• Capability Development and Alignment with Archival Principles:
  •  Develop and implement activities and approaches to align institutional understanding of foundational archival principles and practices with emerging trends and technologies in archival access, discovery, and use

Declassification:

• Review of Government Files:
  • Review files and highlight sensitive content in the process of declassification. Process and facilitate public requests to access files.
• Stakeholder Management:
  • Work closely and collaborate with:
    • External Stakeholders: Liaise with government agencies on declassification of their files. Provide guidance and training to agencies on declassification.
    • Internal Stakeholders: Work with other NLB divisions including NLB’s IT team and within NAS to improve processes.
• Process Optimisation:
  • Study and understand current declassification workflows to identify bottlenecks, pain points, and redundancies and recommend areas for streamlining.
  • Support and collaborate with other NAS collection owners on similar process documentation and optimisation efforts, especially processes relating to metadata management.
• Data Analytics:
  • Perform regular statistical analyses and reporting on public requests data.
• AI and Prompt Engineering:
  • Design AI bots that facilitate declassification process, and conduct testing within NAS and whole-of-government.

[What we are looking for]

• 2-5 years of professional working experience in archives, records management, or information sciences, preferably in a public service context. Applicants with no experience may apply.
• Demonstrable experience of using archival collections for historical research (e.g. presentation of a portfolio and/or writing samples)
• Familiarity with metadata standards, preferably archival description standards (e.g. Dublin Core; CIDOCCRM;ISAD(G); RiC)
• Familiarity with and passion for Singaporean history and current affairs
• Mature with a good sense of judgement, has the ability to analyse and assess situations from a strategic lens.
• Have experience in process optimisation and project management including being proficient in data analytics, AI and prompt engineering.
• Strong team player with the ability to work under pressure in a fast-paced and dynamic environment.
• Confidence in engagement with senior management and external stakeholders including other government agencies.
• Integrity and ability to discern and protect sensitive information.
• Good command of English and communication skills (writing and speaking)