HOUSE OF COMMONS JOB DESCRIPTION I. JOB IDENTIFICATION Position Title: Collection Cataloguer Job Code: 1927 Position Number: 17170 II. POSITION SUMMARY The Collection Cataloguer develops and maintains accession and catalogue records, photographic files, and research records pertaining to the Heritage Collection of the House of Commons; performs multimedia and digital imaging activities and provides content support for the House of Commons Heritage Collection Web site. III. ORGANIZATIONAL STRUCTURE The Collection Cataloguer reports directly to the Assistant Curator. Also reporting to the Assistant Curator is the Collection Manager. This position has no supervisory responsibilities. IV. PRINCIPAL RESPONSIBILITIES Supervisor Title: Assistant Curator Directorate: House Proceedings (Curatorial Services) Service Area: Procedural Services Linguistic Profile: BBB Group and Level: ADG-G Effective Date: May 30, 2015 1. Develops and maintains accession records and catalogue files relating to the House of Commons Heritage Collection; assigns accession numbers to various artefacts (e.g. photographs, documents, artefacts); catalogues by completing records on new artefacts following associated research. 2. Conducts research to assist in the cataloguing process using primary and secondary sources to create and complete cataloguing information as well as inputting new historical information into the collection database; updates and corrects old records to conform to current standards; links records to related records. 3. Provides information and reference services from the catalogue database to House of Commons staff, Senate staff and Library of Parliament staff on the Heritage Collection; works on projects with staff, provides specific or general information or hard copy files in a timely fashion. 4. Conducts inventory checks, or full inventories, of collection items in specified areas, either within the Parliamentary Precinct buildings or Curatorial Services storage facilities on the request of the Assistant Curator, in consultation with the Collection Manager. 1
5. Assists in the safe and proper movement and handling of various artifacts to and from storage areas and between Parliamentary Precinct buildings and offices, and recommends appropriate handling practices and packaging materials. 6. Verifies security and environmental conditions in all collection storage/display areas, notes and reports deficiencies, such as temperature and relative humidity levels, physical problems, and maintains environmental monitoring devices on a scheduled basis. 7. Assists in the conservation of the collection; the specialized cleaning of artifacts, proper and secure placement within the storage facilities; conducts research in the best storage practices for objects. 8. Prepares digital images. Maintains and creates digital image files for the collection management database. Receives client image requests. Evaluates image requests with Curatorial staff and the reproduction of images for clients when necessary collection management database. 9. Assists in the update and the continued improvement of the Heritage Collection Web site. Provides Web site content. Liaises with IT Web Services for renewal of Web site and continued changes for improvement; provides quality assurance as requested. V. KNOWLEDGE, SKILLS AND EXPERIENCE The Collection Cataloguer requires specialized academic training (e.g. diploma in Museum Studies) and a minimum of two years experience working with mixed heritage collections (fine and decorative arts, ethnographic objects, etc.) under the supervision of a qualified museum specialist. The incumbent must have knowledge of the: House of Commons' mandate and structure, and of its major initiatives and activities impacting upon the Branch (i.e. the 10 year refurbishment project of the Parliament Buildings); the Branch's, Directorate s and Service s mandates and service linkages; and clients (e.g., Ministers, Members, House Officials, managers from the Administration, external publics) needs, priorities, and objectives in order to contribute and to facilitate the management of the collection. The Collection Cataloguer must have knowledge of the policies, regulations, standards, guidelines, and practices of the Library and Archives of Canada, Library of Parliament, and/or National Gallery of Canada applicable to assigned activities; central agencies and House of Commons security procedures; and of pertinent sections of the Official Languages Act. The incumbent must have knowledge of: museological principles and practices with particular reference to current professional curatorial work practices in Canadian museums and heritage sites, including basic conservation principles, handling of artifacts, methods of storing a variety of artifacts, archival practices, and cataloguing. The Collection Cataloguer must have knowledge of Canadian history and parliamentary procedures in relation to the House of Commons Heritage Collection to interpret artifacts within their proper context. 2
The incumbent must have knowledge of House of Commons classification system and document management processes and practices pertaining to: the creation, coding, and logging of paper and electronic files, search and retrieval of information in an integrated environment; the management of files, reports, and/or notes; basic office organization; related security procedures, and use of official languages applied to fine and decorative art objects and artifacts. The Collection Cataloguer must have knowledge of: computers and office software (e.g. Microsoft Word, Excel and Outlook, Adobe Acrobat Professional etc.); digital scanning technology; Web page construction and maintenance using Microsoft Expression Web; and image processing software (e.g. Adobe Photoshop, Office Picture Manager), as well as the collection management database, KE EMu. The incumbent must have skills in the identification of objects, abilities in accurately describing and classifying artifacts using correct terminology and descriptive practices and the capacity to carry out research. The Collection Cataloguer must have an ongoing understanding of website design in order to communicate effectively the requirements for the Heritage Collection web pages with IT Web Service. VI. WORKING RELATIONSHIPS The incumbent has contacts, on an occasional basis, with: (i) Parliamentarians and with House of Commons, Library of Parliament, and Senate staff to provide research/reference service pertaining to the collection database, and provide images of prints from catalogue files; (ii) the Web site Publisher to provide content update pertaining to collection information; and (iii) Material Management staff to provide instructions regarding proper and safe movement of heritage objects, and assist in the safe movement of various artifacts to, and from, storage areas and within and between Parliamentary Precinct buildings; (iv) Transportation Services staff to provide instructions regarding the proper transportation of heritage objects; (v) outside contractors, to organize or co-ordinate projects or requests. The Collection Cataloguer provides reference services as required pertaining to the collection database to other government departments (Heritage Canada Conservation Program, Parks Canada historians, Natural Resources Canada etc.), historical societies, the media, the private sector (e.g. contractors, authors, educational publications, etc.) and non-governmental organizations (NGOs). The Collection Cataloguer occasionally oversees the work of seasonal or temporary staff, such as placement students from the Algonquin College Applied Museum Studies programme. VII. PROBLEM SOLVING The position of Collection Cataloguer requires an ability to write descriptions of three-dimensional objects and art works in an accurate, complete, yet concise manner within the guidelines established by Curatorial Services. This requires scrutinizing the artifacts within a museological context, researching specific details/proper and correct terminology, analyzing information acquired, and ensuring that the description clearly distinguishes the specific artifact from other similar ones. The incumbent must catalogue new artifacts and documents, develop records and files (i.e. assign accession numbers, research and input information/data into the collection database), update, and correct old records through research and receipt of new information. This involves conducting basic to intermediate research using primary and secondary sources to complete and or correct cataloguing 3
information, and requires following standard cataloguing procedures, as outlined in Curatorial Service s manuals and standard museum practice. The Collection Cataloguer participates in projects involving the Collection Manager or the Assistant Curator. In these cases he/she: recommends to the senior Officer the best approaches and plans to achieve the project s objectives; carries out assigned tasks using own judgement and initiative; applies appropriate techniques and quality standards; and reports on the progress and completion of activities. This requires following standard procedures and standards and discussing major issues with the Project Leader. The Collection Cataloguer may also undertake research projects or projects on objects within the Heritage Collection. In these cases the cataloguer: recommends his/her own role and responsibilities; uses own initiative and judgement; applies appropriate techniques and quality standards; and reports on the progress and completion of activities. The incumbent must respond by email or telephone to internal and external requests for information on the collection. This involves using judgment to determine best course of action and following standard research methodology. The Collection Cataloguer must collect research and organize background information on artifacts to determine records ideally suited for retention. This involves identifying suitable data sources; conducting research and verifying the information provided against other Collection records and data holdings and other historical collections; and inputting the data into the Heritage Collection s database. This is accomplished following established guidelines and judgment. The incumbent recommends practices/appropriate packaging materials to Material Management staff to contribute to ensure safe movement of various artifacts to, and from, storage areas and between buildings within the Parliamentary Precinct. This involves using judgment to determine best courses of action for moving unusual and large artifacts, while following established Curatorial Services guidelines and standard museum practice. VIII. ACCOUNTABILITY Decisions: The Collection Cataloguer is directly responsible for assembling collection files and providing ongoing access to a bank of digital images. The incumbent is regularly involved in scanning activities and in inputting information to the Curatorial Services Web site and in the electronic collection management system. This ensures the accuracy, viability and pertinence of cataloguing information and assists various internal and external clients, stakeholders, and/or partners in accessing and using data /images stored in the database. The incumbent applies House of Commons security procedures within the heritage collection storage/display areas, and maintains environmental monitoring devices. This ensures the optimal safeguarding and conservation of the Heritage Collection. The incumbent adheres to archival industry standards and best practices in the creation, verification, transfer, retrieval and storage of all specialized archival back-ups of digital files. This ensures 4
The incumbent catalogues artifacts in a detailed and precise manner using the House of Commons electronic collection management system. This ensures the orderly classification of artifacts, etc., and that records are thorough, readily available, and information is factual. The Collection Cataloguer rearranges artifacts held in collection storage areas to help best utilize the space or for the safe storage of the artifact. This contributes to rendering them both accessible and more easily identifiable. The incumbent identifies objects that should be in the inventory of the Heritage Collection. This ensures that the inventory is comprehensive and expands in a viable and historically relevant manner. The Collection Cataloguer selects images and identifies the appropriate manner to prepare and to send them to meet specific request requirements. This contributes to provide the best quality of digital images to address specific curatorial and research/information requirements. Recommendations and impact: The incumbent recommends to the Assistant Curator and the Collection Manager appropriate cataloguing procedures for specific artifacts, as well as improvements to entry procedures in the KE EMu Electronic Collection Manager. This has a direct impact on the effectiveness of the records maintained on the Collection and on their control and reporting. The Collection Cataloguer recommends approaches to the Assistant Curator before undertaking digital imaging projects. This contributes to the more efficient completion of projects and reduces wastes. The incumbent recommends improvements to collection storage practices to the Assistant Curator. This contributes to the conservation and safeguarding of the collection. The Collection Cataloguer recommends to the Assistant Curator improvements and updates for the Heritage Collection Web site. This work has an impact on the relevance, modernity and authority of the Web site. IX. WORKING CONDITONS A Physical Effort The work requires: remaining seated for long periods of time; occasionally remaining standing for long periods of time; walking to display/storage areas; using repetitive movements to clean various objects; lifting, and/or carrying light to bulky objects; helping in moving artifacts; stretching, bending, crawling and manoeuvring around and/or under furniture when conducting inventories. B Physical Environment The incumbent works at a computer station/desk 80% of the time, and remaining time is spent in storage areas or on location in buildings within the Parliamentary Precinct. The open office leads to exposure to ambient noise and frequent interruptions from callers, other staff, and/or visitors during the whole day. Occasionally work is carried-out in busy, noisy loading docks and freight areas, or cramped, dusty storage areas. C Sensory Attention The work involves sensory attention to transfer data at a keyboard or scan and manipulate images (i.e., 80% of the time), or to assist in the supervision and coordination of the activities of Material 5
Management staff in moving objects or to assist in the actual movement of objects. There is an occasional requirement to read and decipher often deteriorated or poor quality artifacts and documents in order to appropriately describe and classify them, which requires sustained visual attention for short periods of time. Reading of HTML coding for the Web site is required, which requires sustained visual attention and concentration. D Mental Stress Stress may result from: the requirement to respond quickly to requests from Parliamentarians, officers of the House of Commons and the public on various objects or image requests in the Heritage Collection; and the need for the most precise accuracy in reporting the condition, in describing the state, of artifacts or in the accurate preparation of images for public use; from overseeing the safe and proper movement of fragile and/or bulky artefacts by House of Commons staff and outside contractors, and from multiple demands and deadlines. X. ADDITIONAL CONTEXT The Parliament Buildings are a focal point of national attention and an important symbol of Canadian history and heritage and are currently undergoing major renovation and refurbishing. The Curator and Curatorial Services staff are accountable for the safekeeping of the collections, both art and architecture, under the auspices of the House during this 10 year period of physical movement and building renovations (e.g., collection involves up to 25, 600 objects with a replacement value approaching $21M). Reporting directly to the Assistant Curator, the Collection Cataloguer performs an important role in the operation of Curatorial Services as part of a small team of permanent employees who care for one of the most unique cultural resources in Canada. The Collection Cataloguer, in conjunction with the Manager, is responsible for the documentation, tracking and storage of nearly 6,000 items/objects directly associated with the history and symbolic character of the House of Commons. XI. AUTHORIZATION Name of Supervisor Signature Date 6