Digital Records Specialist

Librarian III

Two-year limited term, FTE 1.0 (full time)

Start date: ASAP

Position overview
With the rapid changes in digital technologies and the rise of Artificial Intelligence (AI) systems, the Digital Records Specialist (DRS) will provide records management capacity and expertise to evaluate and address technical and other related policy issues and identify enterprise-level risks for digital records management and digital archives at the University of Victoria.

The University is poised to augment the use of M365 AI via Co-Pilot, and the records management implications (and associated best-practice guidelines for mitigation) need to be identified. The context for institutional records management has evolved rapidly and significantly with the introduction and integration of M365 AI tools. The records retention and management risks and privacy implications of these tools are currently undetermined.

To address compliance risks related to the introduction of M365 AI tools, the DRS will gain a comprehensive understanding of and plan for managing the implications for institutional records, helping to ensure that, as a public body, the University protects and maintains public records and the recordkeeping systems in which they reside, to meet legal and fiduciary requirements.

The Digital Records Specialist will support the university’s records management program, working collaboratively within the University Libraries, as a member of the Special Collections and University Archives team, and across a number of university units including the Offices of the University Secretary, CIO, and Access & Privacy Officer. The incumbent will work closely with the Associate University Archivist with respect to managing the lifecycle of institutional records, in particular the effect of current technology on the management of records of permanent value to the university.

The DRS will evaluate and address technological and other related policy issues and identify enterprise-level risks for digital records management and digital archives. The DRS will assist university academic and administrative offices and staff and faculty with advice, up-to-date and user-friendly policies, procedures, and associated resources to support a robust university-wide records management program, and the retention of both analogue and digital institutional records of enduring value.

The position resides in the University Libraries. This position reports to the Director of Special Collections & University Archivist, who has a secondary reporting relationship to the University Secretary for the oversight of the records management program and associated policies and procedures.

Requirements

Qualifications

• A Master of Archival Studies (MAS), or another graduate degree with an Archival Studies specialization from a recognized university archival education program, or an equivalent combination of experience and education (e.g. Certified Records Manager or Information Governance Professional designation).
• The position requires an understanding of the breadth of MSOffice 365 applications and their various records management features and implications
• Sound knowledge of records management principles and best practices in current digital environments
• Knowledge of legislation applicable to records retention
• Ability to develop and deliver records management training and supporting materials
• Ability to work both independently and within a team
• Ability to communicate effectively and tactfully with university employees, from frontline staff to executive members
• Excellent verbal, written, analytical and organizational skills

Additional information

About the University of Victoria
This position is situated at the University of Victoria on the traditional territory of the ləkIʷəŋən peoples.   We acknowledge and respect the Lək̓ʷəŋən (Songhees and Xʷsepsəm/Esquimalt) Peoples on whose territory the university stands, and the Lək̓ʷəŋən and W̱SÁNEĆ Peoples whose historical relationships with the land continue to this day.

The University of Victoria is consistently ranked in the top tier of Canada’s research-intensive universities. Vital impact drives the UVic sense of purpose. As an internationally renowned teaching and research hub, we tackle essential issues that matter to people, places, and the planet. Situated in the Pacific Rim this extraordinary environment inspires us to defy boundaries, discover, and innovate in exciting ways. It is different here, naturally and by design. Our commitment to research-inspired dynamic learning and vital impact make this Canada’s most extraordinary environment for discovery and innovation. UVic is a signatory to the DORA declaration, which promotes responsible research assessment.

Duties
The Digital Record Specialist:   

• works with cloud-based and institution-wide MSOffice365 and records management systems in collaboration with University Systems, to support robust information governance, university-wide.
• analyses and evaluates the university’s policies, procedures and guidelines relating to records management in the rapidly changing technological environment, and recommends changes and ongoing development of the records management program to the Director, Special Collections & University Archivist and University Secretary
• works with University Systems to recommend records retention requirements for new and modified information systems including current cloud environments
• works with the Access & Privacy Office to ensure compliance with applicable policies and regulations including the review of Privacy Impact Assessments; collaborates on the development and delivery of annual university-wide employee training; and, develops and maintains relevant policies, procedures and guidelines in support of university records and information management
• assists university offices with implementation of records classification, retention and disposition plans; leads the development, implementation, and delivery of records management training and related educational materials (such as, records management in M365 (Sharepoint / Teams / OneDrive), implementation of the Directory of Records (DOR, the university’s records classification, retention and disposition plan), and management of email); and, provides advice and assistance to administrative and academic departments regarding digital and analogue records classification, retention, and disposition
• leads identification and prioritization of DOR revisions/additions; drafts revisions to DOR entries in consultation with relevant offices
• assists in compiling data on the university’s records and information holdings for internal and external reporting requirements
• works with academic and administrative departments, with the support of the Associate University Archivist, on priority updates to the DOR
• may direct the work of the Archives Assistant in their support of the records management program

Salary and Benefits
The candidate's qualifications, experience and overall market demand will determine a candidate’s final salary offer. The salary for this position includes a competitive salary range of $115,000 - $142,000 at the Librarian III rank. UVic is committed to offering an equitable and competitive salary, inclusive of a generous benefits package, eligible leaves and pension plan.

Standards of Performance & Additional Information
Faculty, librarians, and archivists at UVic are governed by the provisions of the Collective Agreement. Members are represented by the UVic Faculty Association. Standards of performance are assessed as set out in the Evaluation Policy for Librarians.  Please note that reference and background checks, including credential and degree verification, may be undertaken as part of this recruitment process.

All qualified candidates are encouraged to apply; if you are neither a Canadian citizen or permanent resident, please indicate if you are authorized to work in Canada, and be prepared to provide a copy of your permit authorizing same.

Contact information

Application Process
All applications are welcome and will be reviewed. Please submit a letter of application stating your suitability for the role; a CV; and the names and contact details of three references by 12:00pm PST, Wednesday, February 25, 2026 to Jonathan Bengtson, University Librarian, University of Victoria Libraries at ulo@uvic.ca.

Application deadline

Equity statement

UVic is committed to upholding the values of equity, diversity, inclusion and human rights in our living, learning and work environments. In pursuit of our values, we seek members who are eager to actively participate in that shared responsibility. We actively encourage applications from members of historically and systemically marginalized groups.

Read our full equity statement.

The University acknowledges the potential impact that career interruptions can have on a candidate’s record of research achievement. We encourage applicants to explain in their application the impact that career interruptions have had on their record.

Persons with disabilities, who anticipate needing accommodation for any part of the application and hiring process, may contact Faculty Relations and Academic Administration in the Office of the VP Academic and Provost at FRrecruit@uvic.ca. Any personal information provided will be maintained in confidence.