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Project Photo Archivist, Archives & Research Center, The Trustees of Reservations (Sharon)

About The Trustees: The Trustees of Reservations (The Trustees) is the nation’s premier conservation and preservation organization. The Trustees’ properties are open to all, and we thrive by involving as many people as possible in all that we do. Founded in 1891 by a group of visionary volunteers, we preserve, for public use and enjoyment, properties of exceptional scenic, historic, and ecological value in Massachusetts.  We aim to protect special places for future generations to enjoy in perpetuity. We have helped protect more than 50,000 acres, including 27,000+ acres on more than 120 reservations that are open to the public. We are a non-profit conservation organization funded and supported entirely by our visitors, supporters, volunteers, and our 100,000 Member households.

About the Position: The Project Photo Archivist position is funded by a grant from the National Endowment for the Humanities (NEH) to subsidize a project titled A Tale of Two Communities in Two Centuries, which supports the processing, digitization, and conservation of two of the Trustees’ collections that have the potential to reveal significant stories of underrepresented cultures: The Boston Natural Areas Network (BNAN) collection (1977-2014) and the Colonel John Ashley Papers (1755-1818). Learn more.

The Project Photo Archivist will be responsible for quality checking the 25,000 recently digitized slides and photographs from the BNAN collection, the processing and rehousing of the physical copies of these visual materials, as well as any restructuring that is needed to bring the digital organization in line with the physical organization. Additionally, they will be responsible for embedding rights metadata and renaming the files to align with Trustees standards. The Project Photo Archivist will focus on describing the digitized slides and photographs in the ARC’s collection management system (CMS), creating records that are consistent with ARC cataloging standards. In addition, this person will curate selections from the BNAN collections (~2,500 items) and the Col. John Ashley papers to be shared online via The Trustees’ public-facing web collections portal and Digital Commonwealth. This includes identifying items to highlight from the Col. John Ashley papers, the BNAN’s recently digitized files, and its physical collection. The role also involves creating digital surrogates using either a flatbed scanner or an overhead camera, cataloging the items in the CMS, and adapting these records for submission to Digital Commonwealth. The Project Archivist will also be responsible for processing, digitizing, and cataloging photographs from collections related to the Col. John Ashley papers.

Additional Information: This is a 12-month term position that will begin in August 2024 and will be based on-site at The Trustees of Reservations Archives & Research Center (the ARC) in Sharon, Massachusetts. The Project Photo Archivist will be part of the NEH project team, reporting to the Head of Historic Collections. Day-to-day supervision and guidance will be provided by the Project Archivist in collaboration with the Digital Archivist. Additionally, the Project Photo Archivist will participate in the training and supervising of interns and volunteers as needed.

The Project Photo Archivist will:
•Quality check the newly created digital files of approximately 25,000 slides and photographs from the BNAN collection; rename all files to meet the ARC’s naming conventions and embedding select metadata; upload files to Preservica and ingest selected files into Qi. (15%)  
•Curate selections from the BNAN collection (~2,500), including from the newly digitized photographic files and the physical archival collection; catalog these selections at the item level in Qi following local cataloging guidelines, as well as recognized standards and best practices for describing archives and graphic materials; and adapt Qi records for submission to Digital Commonwealth. (60%)
•Process and rehouse the physical copies of the photographic materials from the BNAN collection, performing work necessary to ensure alignment between the collection’s physical and digital organization. (10%)  
•Arrange, describe, rehouse, and digitize approximately 218 photographs from the Ashley House collections. (5%)
•Create digital surrogates of selected materials from the BNAN collection and the Col. John Ashley papers and supplemental collections using a flatbed scanner or overhead camera. Additionally, generate administrative, technical, preservation, and descriptive metadata records for these files, while also following departmental practices to ensure their long-term preservation. (5%)
•Assist in other archives-related duties as assigned to support the successful and timely completion of the A Tale of Two Communities in Two Centuries project. (5%) 


•Minimum of 1 year of hands-on experience working in an archives setting with a focus on the arrangement, description, digitization, and cataloging of archival materials, preferably photographic materials.
•Master’s degree from an ALA accredited library program or equivalent with advanced coursework in archival management. (preferred)
•Proficiency in archival arrangement and description, including hands-on processing experience and knowledge of current approaches and standards for describing archives and graphic materials, including inclusive descriptive practices, Describing Archives: A Content Standard (DACS), Descriptive Cataloging of Rare Materials: Graphics (DCRMG), Cataloging Cultural Objects (CCO), and Getty and Library of Congress vocabularies and authorities.
•Experience creating and editing catalog records in collection management software, such as Qi.
•Knowledge of best practices for handling, organizing, describing, and preserving photographic archives, including both digital and physical photographic materials.
•Experience with and knowledge of current approaches to digitization, image manipulation, file management, and metadata creation.
•Experience working with digital assets within an archives or special collections setting, including following file naming standards, digitization workflows, and digital preservation best practices.
•Competency in computer applications, including Microsoft Word and Excel, and digital imaging applications, including Adobe Photoshop and Lightroom.
•Demonstrated ability to work well in a team environment where collaboration, flexibility, problem-solving, attention-to-detail, and efficiency are essential.
•Excellent organizational, project management, and communication skills, both orally and in writing.
•Familiarity with Boston neighborhoods and history a plus. 

The Trustees is a proud equal opportunity employer and does not discriminate against any protected status including, but not limited to, age, race, ethnicity, sex, gender, sexual preferences, nation of origin, religion, or disability status and strongly encourages applications from people of color, persons with varying abilities, women, and LGBTQ+ applicants. We aspire to reflect and effectively serve the residents and communities of Massachusetts, who are at the core of our mission.  
The Trustees commitment to advancing the organization’s vision for this work may be found here: Diversity, Belonging, Inclusion and Equity 

Full/Part Time

Full Time



Salary Range

$42,000.00 - $52,000.00  / year

Closing Date

How to Apply

Apply through The Trustees Careers site:


2024-06-10 |  Quick link to this job