Hello,
I'm a collections database manager for the History Department of the New York State Museum in Albany. Below is my current job description, which was written about a year ago. (We're using MultiMIMSY, so a lot of it is particular to that software program). Hope it helps!
HISTORY DEPARTMENT DATABASE MANAGER JOB DEFINITION
GENERAL RESPONSIBILITIES
Act as principal liaison between NYSM Tech Center staff and History collection staff for system maintenance, system development, special projects, trouble shooting, technical help and planning. Manage and maintain History department database ensuring consistency and integrity of data.
Consult with NYSM system administrator regarding data issues and clean up identified by collection staff as priority projects
§ Create and disseminate system / user information to History Department staff as needed
§ Assist with day-to-day onsite support for History users. Provide technical assistance and training to department personnel in the use of Multi MIMSY and ReportSmith. Provide guidance to curatorial staff in the effective use of the collections management system
§ Maintain up-to-date documentation and database record of outgoing loans
§ Data entry and data standardization
Responsibilities may include participation in project definitions, workplan development and execution, and assisting with any related database projects that further the broad objectives of the History Department in regards to its collections.
DATABASE MANAGEMENT
Work with curatorial staff and Mimsy project manager to:
§ Develop specifications for data input; monitor input to ensure consistency, quality and integrity of data.
§ Create appropriate documentation, including data dictionary, procedural documents for data entry/data updating and user manuals specific to the History collection.
§ Assist with the development and design of MIMSY modules, including authorities and activities. Identify desired module elements, including field definitions, default values, vocabulary controls, help text and field tags. Ensure module design and/or applications are consistent with required functionality
§ Identify and prioritize "clean up" projects. Analyze existing data, make recommendations for clean up procedures based on data analysis; assist with clean-up
§ Create appropriate forms, reports and labels. Train staff in their use.
§ Assist in setting priorities and goals for the further automation of collection records and on the use of data and electronic images. Identify curatorial procedures/documents to be automated using MIMSY, e.g., condition reports, acquisition information, damage reports, exhibit tracking etc. Work with system administrator and Collection staff to develop and implement modules to be utilized for automation.
§ Compile any administrative reports necessary to support research needs and collections development
§ Prepare records and images for use in searchable web database
§ Maintain exhibit activity and location activity records for all artifacts on permanent or temporary exhibits
§ Research database standards, including both collection management standards and DISCIPLINE SPECIFIC standards. Work with curators and technicians to incorporate those standards when applicable and practical into MIMSY.
DIGITAL IMAGING
§ Create digital images of artifacts for use in MIMSY and web applications
§ Develop and document workflow process for digital imaging, including procedures for the creation of digital images for use with MIMSY, linking of images to Multi MIMSY's reproduction authority and catalog records, use of the of the global import utility and Reproduction Authority module use
§ Populate Reproduction Authority with metadata and link image backlog (4000 images)
§ Process any new images created by curatorial staff
§ Maintain History digital archive
SPECIAL PROJECTS:
LEGACY DATA
Migratation and/or integration of legacy data into database system. Responsibilities include:
§ Work with NYSM system administrator and collection staff to create detailed plan of work for migrating and/or integrating legacy data into the current production system;
§ Work with NYSM system administrator to normalize/standardize legacy data
FORM CUSTOMIZATION
Work with NYSM system administrator and collection staff to develop and implement any customizations to MIMSY forms and/or functionality requested by History Curators. Responsibilities include:
§ Review of proposed specifications for customizations;
§ Review and test prototype screens developed by vendor; report errors/modifications to NYSM system administrator
Lisa Schoonbeck
History Collections Database Manager
New York State Museum History Collections
Room 3025 Cultural Education Center
[log in to unmask]
474-0028
>>> [log in to unmask] 11/09/04 02:22PM >>>
Hello all,
Does anyone have suggestions as to where I could find a job description for
a Collections Management database project assistant? We've just converted
our data into a new program and I'm applying for a grant to have a limited
time project assistant come in to help us with clean-up of the data.
Also, I know that there are museums out there with full-time employees
dedicated to collections database management. If there are any of you out
there, would you be willing to share your job description?
Thanks for any suggestions.
Meghan Tierney
Registrar
Bruce Museum of Arts and Science
One Museum Drive
Greenwich, CT 06830
www.brucemuseum.org
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