Accessions Database Technician


The Beaton Institute is seeking an enthusiastic individual to assist in an accessions database project. This is a full-time term position (32.5 hours per week from 14 November 2016 to 31 March 2017) – $18.00 per hour.

The project will focus on the transfer of legacy data from multiple electronic and paper formats (Microsoft Word, Access, Excel, PDF, donor cards, accession ledgers, etc.) into the Beaton Institute’s new collections management software, AtoM. The database will replace the current card files, accession books, donor agreements, and electronic listings when working with various collections. The final product will provide a single point of access for all legacy accessions data.

The accessions database project has been in the planning stages for over five years and will be a significant step toward an efficient and effective collections management system. This project will assist staff when accessing the collections, processing the collections, and/or completing project-based work utilizing the collections. Ultimately, the project will elevate the collections management standards and best practices at the Beaton Institute to align with those recommended for Nova Scotia’s archival community.

The archive launched the Beaton Institute Digital Archives: in March 2015. The Digital Archives is built with an open-source program called Access to Memory (AtoM), developed by Artefactual Systems, a Vancouver-based archival software development company. AtoM has become the international standard for archival institutions worldwide to share their archival holdings online. It is also the platform for our provincial catalogue, MemoryNS, and the national catalogue, Archives Canada.

The Accessions Database Technician will:

  • work with the Archivist and Digital Archivist to develop a work plan to enter legacy accessions and donor information into AtoM;
  • enter legacy data from various documents and spreadsheets into AtoM and conduct quality control checks during the process;
  • conduct review of data entry and edit where necessary;
  • review and update of collections policy and accessioning procedures;
  • prepare Collections Management and AtoM Accession Module presentation; and
  • communicate with and trial the CCA Accessions working Group national accessions standard document.

Candidates with the following qualifications will be considered:

  • Educational background in archival/museum studies, library and information studies, or relevant computer sciences.
  • Experience with computer applications (word processing, database, spreadsheet, etc.) and systems (both personal computer and network); experience with AtoM is considered an asset.
  • Experience with data entry.
  • Knowledge of current theory and practice relating to archival principles and practice, knowledge of accessions and the Rules for Archival Description (RAD) considered an asset.
  • High level of attention to detail and accuracy.
  • Ability to communicate effectively both written and orally.
  • Ability to work effectively both independently and as part of a team.

Employer Information:

The Beaton Institute is a cultural heritage archive mandated to preserve the social, economic, political, and cultural history of Cape Breton Island. The archive is also the official repository for the historically significant records of Cape Breton University. The Beaton Institute provides access to its holdings through adherence to recognized standards and best practices in the arrangement and description of archival materials, the development of research tools and digital content, and the provision of quality reference and reproduction services. The Beaton Institute promotes inquiry through innovative public programming and community based initiatives and is a centre for local, national, and global research.

For additional information and submission of cover letters and resumes, please contact:

  • Catherine Arseneau, Director
  • Cultural Resources,
  • Cape Breton University
  • PO Box 5300, 1250 Grand Lake Road
  • Sydney, NS   B1P 6L2
  • Email:

Applications must be received by 4:00 p.m. November 2, 2016.

We thank all applicants for their interest; however, only applicants selected for an interview will be contacted.

This project is made possible through the funding of the NS Provincial Archival Development Program.

Cape Breton University is strongly committed to fostering diversity within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, visible minorities, Aboriginal people, persons with disabilities, and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply but applications from Canadians and permanent residents will be given priority. CBU is open to part time and job share applications.

We share the air! CBU promotes a smoke and scent-free workplace.

Cape Breton University

Human Resources Dept.

P.O. Box 5300, 1250 Grand Lake Road

Sydney, NS  B1P 6L2