Preservation Planning and Documentation Project Assistant

PROJECT POLICY ANL 2 RP (005256)

UCPath Position ID: TBD_1000525

Position Description History/Status

Approved Date:

11/6/2026 5:10:03 PM

Date Last Edited:

11/6/2026 5:09:58 PM

Last Action Effective Date:

10/9/2026

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8300O

Organization:

UNIVERSITY LIBRARY                     

Division Code:

8310D

Division:

UNIV LIBRARY DIV                       

Department:

540000 - GENERAL LIBRARY

Position Details

UCPath Position Number:

TBD_1000525

Position Description ID

265381

UC Payroll Title:

PROJECT POLICY ANL 2 RP (005256)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

RP: Research and Public Service PR

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

4 - Staff: Limited

Full-Time Equivalent (FTE)

0.5

SUPERVISION

UCPath Reports to Position Number:

40992457

Reports to Payroll Title:

PROJECT POLICY ANL 3 RP

UCPath Department Head Position Number:

40069805

Department Head Payroll Title:

RSCH GNT PRG OFCR 4

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the direction of the MEAP Program Manager, the Preservation Planning and Documentation Project Assistant will support the planning and documentation of MEAP's digital file management workflows. Recognizing the importance of MEAP's commitment to the long-term preservation and stewardship of digital assets from project teams and collection holders around the world, the incumbent will play a critical role in the creation of meaningful, sustainable, and legible workflows to support responsible and ethical digital preservation activities. In particular, the incumbent will prepare MEAP digital collections content for long-term preservation by creating inventories, organizing files, mapping directories, and producing explanatory documentation. The incumbent will also review, monitor, and weed current short- and medium-term storage spaces including shared project folders in Google Drive and local NetApp storage directories in alignment with good data management practices and principles. Working to meet MEAP's long-term digital preservation commitments, the Preservation Planning and Documentation Project Assistant will assist with the development of sustainable workflows for digital asset management and preservation. The incumbent will be responsible for building documentation that makes MEAP's preservation workflows consistent, legible, and transparent. To meet these objectives, the incumbent will work with MEAP and UCLA Library staff to draft guidelines and recommendations that will support MEAP's post-custodial digital collection development and preservation activities. The workflows developed and documented by this person will support MEAP's long-term program objectives of documenting and preserving at-risk cultural heritage collections while aligning with UCLA Library systems and practices.

The Modern Endangered Archives Program (MEAP) at the UCLA Library is a granting program that funds projects around the world to document and digitize at risk cultural heritage materials from the 20th and 21st centuries. In the first eight rounds of grantmaking, MEAP has funded more than 200 projects from 68 different countries and published more than 60 distinct collections that provide global open access to newsletters, pamphlets, photographs, manuscripts, correspondence, videos, film, audio, and other materials. Audiovisual materials across current MEAP projects include audio interviews, traditional music performances, radio broadcasts, instructional videos, documentary film, linguistic research materials, and more. MEAP is expanding with new lines of funding specifically for audio visual projects.

The Modern Endangered Archives Program (MEAP) is an Arcadia-funded granting program that sits in the Distinctive Collections portfolio at the UCLA Library. The program solicits proposals and awards grants annually to preserve at-risk cultural heritage content and makes these collections widely available through the UCLA digital library repository. MEAP is committed to expanding access to archival materials through post-custodial archiving and centering the voices of our community partners.

Preservation Planning and Preparation

1. Reviews and documents digital collection assets.

2. Prepares digital asset preservation packages.

3. Creates digital preservation package documentation.

4. Supports preservation workflows that align with UCLA Library activities and infrastructure.

40%

Digital storage assessment and cleanup

1. Reviews content stored in short- and medium-term digital storage locations.

2. Removes old data from short- and medium-term digital storage spaces.

3. Documents decision-making processes.

4. Refines recommendations and guidelines to support on-going storage management and good data hygiene.

30%

Asset management and preservation documentation

1. Develops documentation outlining MEAP’s digital preservation commitments and workflows.

2. Documents program decisions with respect to digital preservation practices and approaches.

3. Creates materials to support the future execution of MEAP’s preservation and digital asset management workflows.

20%

Other Activities

1. Attends monthly team meetings.

2. Participates in meetings with UCLA Library stakeholders and collaborators.

3. Participates in meetings with grantee partners and stakeholders.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

Bachelor’s Degree in a related area and/or equivalent experience/training

Required

Master's Degree

Master’s Degree or advanced coursework related to digital asset management, data management, digital preservation, libraries, archives, or cultural heritage preservation

Preferred

Professional background or experience working with digital collections or supporting digitization projects.

Required

Experience managing and organizing complex digital projects with care and attention to detail.

Required

Familiarity with and experience using the command line / Unix shell.

Required

Coursework in or professional experience with Digital Preservation or Digital Asset Management.

Preferred

Familiarity with and experience generating and verifying checksums.

Preferred

Familiarity with and experience checking file formats using tools like JHOVE or FITS.

Preferred

Familiarity with and experience manipulating, transcoding, or (re)processing digital files with tools like ImageMagick and FFmpeg.

Preferred

Familiarity with and experience using common tools for preparing digital preservation packages like BagIt or Bagger.

Preferred

Familiarity with and experience using Merritt or another digital preservation system.

Preferred

Experience developing and documenting workflows to support work in libraries or archives.

Preferred

Previous experience working with digital collections or supporting digitization projects.

Preferred

Knowledge and understanding of general digital preservation principles, approaches, and frameworks

Required

Demonstrated organizational, analytical, critical thinking, and problem-solving skills

Required

Commitment to preserving, stewarding, and making accessible cultural heritage materials from around the world

Required

Ability to work independently and as part of a team

Required

Ability to work across operating systems and interfaces (Mac, PC, Unix/Linux)

Required

Ability to create and execute simple scripts to bulk edit and organize files in batches

Required

Ability to initiate and maintain cooperative working relationships with co-workers, supervisors, and managers. Ability to work with co-workers, supervisors, and managers harmoniously and cooperatively and as a team player.

Required

Ability to follow directions from supervisors

Required

Strong attention to detail and demonstrated capacity for carrying out tasks that require accuracy and efficiency

Required

Demonstrated project management experience and ability to prioritize work effectively when facing competing priorities

Required

Excellent written communication skills. Demonstrated ability to prepare workflow documentation, project summaries, and reports.

Required

Understanding of digital collections and global cultural heritage practices

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

Remote

•

General Office Equipment

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.