Government Technology Agency

[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.

The Records Management department at the National Archives of Singapore (NAS) is responsible for managing the transfer, preservation, and access of government records of national and historical significance. As the Assistant Director/Senior Archivist for Digital Preservation (Records Management Department), you will oversee and manage a team to lead and strategise in the development and implementation of digital recordkeeping and preservation at NAS and for the Whole-of-Government (WOG). This is to enable the eventual transfer and preservation of digital records of national and historical significance to NAS in line with NAS’s mandate under the NLB Act, and that the digital records preserved at NAS remain trustworthy, accessible and usable in the future.

[What you will be working on]

1 Establish and implement strategy, policies and frameworks for management of digital records

• Develop and implement structured frameworks, workflows, policies and standards relating to the processing, preservation of and access to digital government records (born-digital and digitised) to ensure the integrity, accessibility and sustainability of digital archives.
• Lead the revisions of the Instruction Manual on Management of Public Records (IM4L) and other relevant guidelines to strengthen the requirements for the appraisal, management and preservation of digital records across WOG.
• Collaborate across teams in NAS and NLB to develop and/or improve end-to-end workflows and metadata requirements to facilitate the transfer, preservation and access to government records, ensuring synergy for the management of physical and digital government records and the various systems across NAS and NLB.

2 Supervise and manage key workstreams and operations for management of digital records

• Supervise the team in the articulation and operationalisation of the principles and standards for digital preservation within the broader Records Management context.
• Translate and align strategic requirements to be operationalised and carried out by the team. Establish priorities, targets and goals for the team to work on.
• Lead in the development and maintenance of digital systems for managing and preserving records. Work effectively with the NLB IT team and the appointed vendor(s) to develop and/or implement enhancements/revamps to systems and related workstreams.
• Develop and review communication plans to share and update developments to WOG. This includes overseeing the updates and enhancements to the Records Management Intranet website.
• Oversee and guide the team in digital preservation workstreams such as:
• Transfers of digital records from government agencies
• Preparation and processing of digital records for ingestion and preservation
• Ingestion and quality checks of records
• Working across teams to manage the successful preservation of legacy digitised records.
• Plan and seek funding and resources from the appropriate channels to support the digital preservation workstreams and systems.
• Address queries from agencies and provide advice on digital recordkeeping and preservation.
• Investigate, recommend and implement solutions for sustainable and secure digital archiving. Explore new approaches such as leveraging AI and technology to facilitate these processes.

3 Engage and manage diverse stakeholders on digital preservation issues

• Foster strong partnerships with key stakeholders e.g. MDDI (parent Ministry) and government agencies, providing strategic guidance on policy and operational matters.
• Drive and strategise initiatives to ensure that management and preservation of digital records remain top-of-mind across WOG and are factored in WOG digital initiatives. Articulate recordkeeping and archival requirements to key stakeholders in the development of WOG systems and collaborative platforms.
• Oversee reporting of key updates to NLB senior management including monitoring and reporting of KPIs and budget and progress/status updates of various workstreams.
• Work with internal and external stakeholders to plan, establish, and improve on existing recordkeeping/preservation systems, workflows, and documentation.
• Support projects undertaken by NAS and NLB.

4 Involve in advocacy efforts and professional upskilling

• Conduct and develop content for promoting awareness on digital preservation and key areas of work, to both internal (e.g. NLB staff) and external (e.g. members of the public via Archives Unlocked talks and/or articles) audiences.
• Plan and develop materials to update and train agencies via NAS Records Management website, EDMs and e-learning modules. Partner stakeholders on training of records management and digital preservation related matters.
• Conduct research on international standards, best practices and emerging technologies to keep abreast and propose application in existing workstreams based on assessment of feasibility and suitability in NAS’s context.
• Participate in professional associations/networks and actively contribute where possible.

[What we are looking for]

• Minimum 5-8 years of relevant experience, preferably with background as business analyst, or user project manager in an IT application system development or maintenance project.
• Strong strategic thinking and analytical capabilities; possess problem-solving skills and demonstrated ability to exercise sound judgment and decision-making in complex situations.
• Proven supervisory experience in managing teams and leading lean teams.
• Proven track record in project management and stakeholder management, including engagement with senior management and international partners.
• Possess excellent communication skills in both written and spoken English.
• Experience in data analysis and visualization, with strong capability in managing and presenting large volumes of information while maintaining confidentiality.
• Demonstrated ability to work effectively in a fast-paced environment and comfortable with taking on new challenges and dealing with uncertainty.
• Positive learning attitude with the curiosity and interest in archives and use of technology to improve user experience and work productivity.

The successful candidate will be appointed on a 2-year contract in the first instance. We regret that only shortlisted candidates will be notified.