Roles

Responsibilities

Consultation Recommendations

AMS and Koha Users

• Use systems following OSA policies and guidelines

• Be familiar with the functionalities of the cataloging system (Koha) or the archival management system (AMS)

• Be familiar with the metadata style required for the archival description or library metadata being produced

• Always keep in mind the notion that archival descriptions and library metadata are access points to the OSA’s material and collections and should be of the highest quality and consistent with the institution’s policies

Consult with immediate supervisor or the Senior Librarian, the project’s lead or a Senior Archivist with questions about metadata creation or the systems.

Chief Archivist

• Provide final approval for, and publish the Archival Structure within the AMS

• Maintain and update the supporting policies as required

• Final approval of all system alterations

• Act in an advisory capacity regarding descriptive archival metadata creation

Consult with the Senior Librarian or Senior Archivists with questions about metadata.

Consult with the IT Services Team with questions about the systems.

IT Services Team

• Ensure that the systems (AMS & Koha) are operating as needed

• Act in an advisory capacity with regards to the systems’ capabilities and limitations

• Provide AMS and Koha users with credentials to work in both systems, as required

• Document changes to the system as they are implemented

Consult with the Senior Librarian or Senior Archivists with questions about metadata.

Consult with the Chief Archivist with questions about policy and resources.

Senior Librarian

• Act in an advisory capacity with regards to library cataloging

• Participate with the IT Services team on Koha upgrades, refinements, testing, etc.

• Review international standards to ensure that Koha’s system, guidelines and practices are up to date

• Update the catalog manual as required

Consult with the Chief Archivist as required.

Consult with IT Services Team about catalog display requirements.

OSA Senior Staff: Archivists, etc.

• Provide guidance to AMS and Koha users

• Be familiar with Catalog Manual, AMS Metadata Style Guide, catalog and system functionalities and requirements

• Participate in system and catalog testing as required

Consult with Chief Archivist, Senior Librarian or Data Specialist as required.

Consult with IT Services Team about catalog display requirements.

Reference Archivists and Reference Services Staff

• Provide research, reference and advisory support to researchers

• Participate in system and catalog testing as required

Consult with Chief Archivist, Senior Librarian or Senior Staff with metadata requirements.

Consult with IT Services Team about catalog display requirements.