Senior Archivist, Declassification - #1207743

[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.
  
  
  

Government records are a valuable, authentic resource for understanding and appreciating Singapore history. You will be part of the team in the National Archives of Singapore (NAS) which facilitates good practices in declassification of official files throughout the whole of government, promotes access to this original source of Singapore content, while mitigating information risks.

To oversee the Declassification function within NAS and across the whole of government, educating public agencies on the importance of declassifying records of national and historical significance with the aim of ensuring public access and contributing to NLB’s strategic thrust to achieve excellence in Singapore content and a nation that connects with our history and culture. The desired outcomes are:

• Enable more content to be unlocked for public research and education
• Timely delivery of declassified files
• Efficient databases to facilitate storage and retrieval of records and accessibility by members of the public
  
  
  

[What you will be working on]

I File Reviews

• Review official files and recommend appropriate access types
• Liaise with government agencies on the review and declassification of files under their purview
• Facilitate government agencies’ access to files under their purview for declassification
• Verify metadata of reviewed files, ensuring that they are accurately reflected on the public search portal (Archives Online)
• Prepare files for public viewing in a secured format
• Deliver declassified files according to conditions of the assigned access types to researchers who request them
  
  
  

II Declassification Policy

• Review and propose updates to the Instruction Manual on Management of Public Records (IM4L) to strengthen the declassification requirements
• Work with Records Management department within NAS, to streamline between upstream (appraisal and ingestion) and downstream (review and declassification) processes for government files
  
  
  

III Supervise the team in managing the declassification function across the whole of government

• Serve as a reporting officer
• Plan, review and assign work to the team
• Review, vet and provide directions to the team on their work assignments
  
  
  

IV Plan for continued optimal discoverability of official files

• Continually review existing information management systems used by public and staff to ensure optimal efficiency of systems
• Propose ways to enhance the different databases and achieve compatibility of all databases
• Manage projects to enhance and improve databases to maximise storage, retrieval and delivery of records.
  
  
  

V Outreach to raise NAS’ profile in the area of declassification

• Identify and approach potential target audiences
• Maintain links with industry peers, advisors, media relevant for promoting NAS’ work
• Maintain links with vendors and suppliers, institutions for training and development, associations for networking and potential talent for recruitment
• Participation in professional associations events and actively contribute papers at conferences
• Conduct briefings and talks to introduce NAS’ work to others
• Contribute articles about NAS and/or NAS’ collection in suitable public platforms such as journals, locally and internationally
• Represent NAS at conferences and professional associations
  
  
  

VI Training and engaging government agencies

• Develop Basic Declassification Training (BDT) syllabus and keep content updated
• Conduct BDT
• Contribute ideas and content to regular communications with government agencies such as Declass Digest (written) and engagement sessions (presentations)
• Provide continual advice and guidance to government agencies on file review work
  
  
  

VII National Records Advisory Committee (NRAC) And Other Meetings

• Propose agenda items for discussion at NRAC meetings and other meetings where assigned
• Prepare and present items and papers for NRAC meetings and other meetings where assigned
• Participate in special engagement sessions involving NRAC members
  
  
  

VIII Support Services

• Regularly update statistics of the department’s work
• Oversee and track department assets
• Perform procurement related roles such as certifying receipt of goods and services
• Represent department in NAS cross-divisional projects
  
  
  

IX Other Projects: (1) Managing the Policy History Documentation Project (PHDP) Pilot Phase

The pilot phase is due to end in 2024. You will work with the 7 participating agencies to:

• ensure consistency in the format and presentation of the final project document
• declassify the files used in their respective narratives
• produce a desensitized version of the narratives
• do an evaluation of the project and assess whether it should be continued and, if so, whether it will continue on a selective or WOG basis
  
  
  

X Other Projects: (2) Central Pool of Reviewers (CPR) Pilot Project

The CPR comprises a team of Reviewers performing file reviews on behalf of 6 participating agencies. This pilot phase started in October 2023 and will run until end-March 2025. Your job includes:

• undertaking administrative tasks pertaining to the project
• doing an evaluation of the scheme at the end of the pilot phase and assess whether it should be continued and, if so, whether it will continue on a selective or WOG basis
  
  
  

[What we are looking for]

• Preferably 5-8 years of relevant experience.
• Capable of working with data and information, with a good knowledge of applications used to organise, visualise and present data.
• Experience in re-engineering or project management would be an asset.
• Knowledge in mathematics or science, and having public service experience would be an advantage.
• maturity, and good judgement, the ability to analyse and assess situations strategically, understanding of history and geopolitics of Singapore.
• Confident in engagement with senior management and external stakeholders such as international archivists and academics/researchers
• Integrity and discretion in protecting sensitive information.
• Having prior supervisory experience would be an advantage. Able to work independently within a lean team
• Excellent command of oral and written English
• Time management
  
  
  

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

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