Assistant Director/Senior Archivist, Declassification

[What the role is]

The National Library Board (NLB) nurtures Readers for Life, Learning Communities and a Knowledgeable Nation by promoting reading, learning and history through our network of 28 libraries across Singapore, the National Library and the National Archives of Singapore.

At NLB, you can look forward to a flexible, hybrid work environment with rewarding, impactful deliverables that improve the lives of the community. With caring colleagues, you will be in an ideal environment for professional development, innovation and impact.

We can offer you:
. A chance to Impact the Community, bridge gaps and empower everyone with the opportunity for learning and discovery.
. An opportunity to Innovate and Push Boundaries. We value ideas, curiosity and a passion for innovation to transform our libraries and archives.
. An organisation that Cares for your Growth and Wellbeing through investment in staff development and wellbeing in a supportive and collaborative environment.

The National Archives of Singapore (NAS) is mandated to collect, preserve and facilitate access to government records of national and historical significance. Government records serve as a valuable and authentic resource for understanding and appreciation of Singapore's history.

As the Assistant Director/Senior Archivist of the Declassification team in NAS, you will oversee and manage the team and the declassification function within NAS to facilitate the process of declassification of government files across the whole-of-government with the aim of ensuring access to these content while at the same time mitigating any risks to disclosure of sensitive information.

[What you will be working on]

I Oversee the Declassification Policy across the WOG

a. Supervise the team in the articulation and operationalisation of the declassification policy and principles across all government agencies.
b. Establish a clear policy and structured framework in place to facilitate declassification across WOG.
c. Plan and strategise initiatives to embark on a more proactive stance towards declassification across WOG. Translate and align strategic requirements to be operationalised and carried out by the team.
d. Oversee the proposed revisions to Instruction Manual on Management of Public Records (IM4L) to strengthen the declassification requirements. Work with the team to articulate the requirements in a clear and consistent manner.
e. Work with Records Management department within NAS, to streamline between upstream (appraisal and transfer) and downstream (review and declassification) processes across the records lifecycle.
f. Engage with key stakeholders e.g. MDDI (parent Ministry) and other government agencies to address their concerns, both at policy and operational level.
g. Collaborate with other departments across NAS to review, propose and streamline declassification of government records across formats.

II Manage Key Stakeholders on Declassification-Related Matters

a. Oversee the secretariat and coordination of the National Records Advisory Committee (NRAC) and its meetings.
. Plan the meeting agenda and propose key directions for the NRAC to ensure that it serves as an effective platform in advising agencies on declassification-related matters and on operationalising declassification principles.
. Liaise with MDDI and respective NRAC members on the appointment and/or renewal of NRAC members appointments.
. Monitor and propose key issues to be surfaced to NRAC for their guidance.
. Plan and propose any special engagement sessions involving NRAC members.

b. Oversee reporting of key updates to NLB senior management including monitoring and reporting of KPIs and progress/status updates of various workstreams of the declassification department.

III Supervise and Manage Key Workstreams and Daily Operations including Review of Government Files

a. Develop, monitor and update the declassification process and guidelines for review of government files. Propose recommendations to improve the declassification workflow and address pain points to ensure timely declassification of files requested.
b. Guide the department in the interpretation, operationalisation and application of the declassification principles.
c. Review government files and recommend appropriate access types taking into consideration the content and any inherent sensitivities in the files.
d. Engage government agencies on the review and declassification of files under their purview. Address agencies concerns and work with agencies to ensure that robust justifications are documented for assignment of access types.
e. Plan and propose ways to continue optimal discoverability of declassified files. Review existing databases to ensure optimal efficiency.
f. Lead the department in the implementation of the Policy History Documentation Project across whole-of-government.

IV Engagement and Training of Agencies

a. Plan and propose an engagement plan for regular communication with agencies on updates to declassification policy and/or key initiatives of the department.
b. Work with NAS Records Management department to streamline engagement with agencies.
c. Review, evaluate and propose recommendations to improve communications with agencies with the aim to gain buy-in on declassification.
d. Develop training syllabus for basic declassification training and update the content when necessary.
e. Oversee the team in conducting training to agencies and address agencies clarifications during the training sessions.
f. Engage agencies and their Chief Records Officers on any issues and clarifications on declassification-related matters pertaining to the files under the agencies purview.

VI Outreach and Public Engagement to raise NAS profile in declassification work

a. Identify key audiences to interest and engage in the work of the declassification team.
b. Work with various engagement teams across NLB and NAS to identify appropriate content and suitable declassified files to be included in publicity efforts, social media platforms, etc.
c. Research, curate and synthesise information presented in declassified files as well as other sources to be presented in themes via various platforms.
d. Conduct briefings and talks such as Archives Unlocked to introduce work of the declassification team and present highlights uncovered from declassified files.
e. Contribute articles about NAS and/or NAS collection in suitable public platforms such as journals, locally and internationally.
f. Participate in professional associations and actively contribute papers at conferences. Keep abreast of the declassification policies and practices of international counterparts to review and propose application where possible.

[What we are looking for]

• Preferably 8-13 years of relevant experience.
• Possess maturity, and good judgement, the ability to analyse and assess situations strategically, and understanding of history and geopolitics of Singapore.
• Capable of working with data and information, with a good knowledge of applications used to organise, visualise and present data.
• Confident in engagement with senior management and external stakeholders such as international archivists and academics/researchers
• Integrity and discretion in protecting sensitive information.
• Excellent command of oral and written English.
• Having prior supervisory experience and/or public service experience would be an advantage
• Time management skills. Able to work independently within a lean team.

Work Location will be at National Archives of Singapore (NAS), 1 Canning Rise, Singapore 179868.

The successful candidate will be appointed on a 2-year contract in the first instance. We regret that only shortlisted candidates will be notified.