Digital Collections Specialist Job Description [Updated for 2025]

In the ever-evolving digital landscape, the role of digital collections specialists has become increasingly essential.

As technology progresses, the need for proficient individuals who can organize, curate, and protect our digital assets continues to escalate.

But what does the role of a digital collections specialist really entail?

Whether you are:

• A job seeker trying to decipher the intricacies of this role,
• A hiring manager outlining the perfect candidate,
• Or simply curious about the behind-the-scenes of digital collections management,

You’re in the right spot.

Today, we reveal a customizable digital collections specialist job description template, designed for effortless posting on job boards or career sites.

Let’s dive right in.

Digital Collections Specialist Duties and Responsibilities

Digital Collections Specialists manage, organize, and maintain digital collections of various types of media including documents, photographs, video, and audio files.

They work closely with information technology professionals and other stakeholders to ensure the accessibility, preservation, and safety of digital collections.

Their key duties and responsibilities include:

• Plan and implement strategies for digitizing, cataloging, and preserving digital materials
• Maintain and update digital collections databases
• Conduct quality control checks on digital files to ensure accuracy and completeness
• Collaborate with IT staff to manage the technical infrastructure needed to store and access digital collections
• Develop and implement policies and procedures for the use, copyright, and reproduction of digital collections
• Provide technical assistance and training to staff and users on how to access and use digital collections
• Coordinate with curators, archivists, and other staff to incorporate digitized materials into exhibitions or other projects
• Stay informed about emerging trends, technologies, and best practices in digital collections management
• Document the procedures and processes related to the creation, management, and use of digital collections

 

Digital Collections Specialist Job Description Template

Job Brief

We are looking for a highly organized and detail-oriented Digital Collections Specialist to manage and preserve our organization’s digital materials.

The duties include designing and maintaining databases, organizing and classifying digital resources, and implementing digital preservation strategies.

Our ideal candidate is skilled in managing digital assets, has a keen eye for detail, and is familiar with digital archiving techniques.

 

Responsibilities

• Design, maintain, and administer digital databases.
• Organize and classify digital resources for easy retrieval.
• Implement digital preservation strategies to ensure long-term access to digital collections.
• Collaborate with various teams to acquire and catalogue digital assets.
• Train staff on the use of digital collection systems.
• Perform regular audits of digital collections.
• Ensure compliance with digital preservation standards and best practices.
• Collaborate with IT teams to address and resolve technical issues.

 

Qualifications

• Proven work experience as a Digital Collections Specialist or similar role.
• Experience with digital asset management systems.
• Strong knowledge of digital preservation standards and best practices.
• Proficiency in database design and administration.
• Excellent organizational and classification skills.
• Attention to detail and accuracy.
• Degree in Library Science, Information Science or a related field.

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Digital Collections Specialist
• Work Environment: Office setting with occasional remote work. Some travel may be required for training or conferences.
• Reporting Structure: Reports to the Digital Collections Manager or Head Librarian.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $45,000 minimum to $75,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Digital Collections Specialist Do?

Digital Collections Specialists typically work in libraries, museums, or any institution with a significant collection of digital assets.

They can also work as independent consultants or in tech companies that specialize in digital archiving and asset management.

Their primary responsibility is to manage, organize, and preserve digital collections.

They also handle the digitization of physical assets, ensuring they are correctly scanned, cataloged, and stored.

Digital Collections Specialists work closely with other professionals, including librarians, archivists, and IT staff, to develop and implement policies and procedures for the management of digital collections.

Additionally, they may be tasked with creating and maintaining metadata for digital assets, ensuring that each item is easily retrievable and identifiable.

In some cases, Digital Collections Specialists may also be responsible for training staff and users on how to access and use digital collections.

They may also have a role in promoting the digital collections to potential users and stakeholders.

An important part of their role is to stay up-to-date with emerging technologies and trends in digital asset management to ensure the collections remain accessible and preserved for future use.

They also ensure the integrity and security of the digital collections, preventing loss or damage to the digital assets.

 

Digital Collections Specialist Qualifications and Skills

A successful Digital Collections Specialist should have the skills and qualifications that line up with your job description, including:

• Technical knowledge and understanding of digital libraries, metadata standards, and digitization processes.
• Expertise in using digital asset management systems for organizing, preserving and making accessible digital collections.
• Strong attention to detail for cataloging and metadata creation, ensuring accurate descriptions and easy retrieval of digital assets.
• Exceptional organizational skills to manage multiple projects at once and meet deadlines.
• Excellent communication skills to collaborate with internal teams, stakeholders, and clients, providing clear instructions and updates on the digital collection process.
• Problem-solving skills to address issues that may arise during the digitization process or in the management of digital collections.
• A solid understanding of copyright laws and intellectual property rights related to digital collections.
• Proficiency in using technology, including scanning equipment and image editing software.

 

Digital Collections Specialist Experience Requirements

Entry-level candidates for a Digital Collections Specialist role often have 1 to 2 years of experience, which may be gained through internships, part-time roles, or full-time roles in libraries, museums, archives, or related fields.

These individuals may have gained hands-on experience in digitizing resources, working with digital collection management systems, or creating metadata.

Candidates with 3 to 5 years of experience typically have a more comprehensive understanding of digital asset management.

This can include proficiency in handling specific software used in the digitization and management of collections, as well as experience in managing projects and coordinating with teams.

Those with more than 5 years of experience are often considered experts in the field.

They may have extensive experience with large-scale digitization projects, implementing and managing digital asset management systems, and managing teams.

These professionals may also have a track record of successfully handling copyright issues related to digital collections.

At this level, candidates may be ready for managerial or team-lead positions in digital collections.

In addition to this, all candidates for a Digital Collections Specialist role should ideally have a good understanding of the principles of cataloguing and classification, digital preservation, and information and access standards.

A degree in library science, information science, or a related field is often required.

 

Digital Collections Specialist Education and Training Requirements

A Digital Collections Specialist usually has a bachelor’s degree in a field related to library science, information science, digital humanities, archival studies or a closely related field.

A deep understanding of digital file formats, preservation strategies, metadata standards, and digital rights management is essential for this role.

Therefore, relevant coursework or training in these areas is often required.

Many positions require experience with digital collection management systems such as ContentDM, Islandora, or Omeka.

Familiarity with programming and scripting languages such as Python, Ruby, or PHP, is often a plus.

A master’s degree in library science or information science, preferably with a focus on digital collections, is highly desirable and required by many employers.

Professional certifications, such as Certified Archivist (CA) or Digital Archives Specialist (DAS), can enhance a candidate’s qualifications.

These certifications demonstrate a commitment to the profession and an advanced understanding of digital preservation techniques.

Internships or job experience in libraries, archives, or museums dealing with digital collections can provide valuable hands-on experience and are often preferred by employers.

Continuing education is critical in this rapidly evolving field.

This can be achieved through workshops, webinars, and conferences in areas such as digital preservation, metadata, and digital rights management.

 

Digital Collections Specialist Salary Expectations

A Digital Collections Specialist earns an average salary of $51,711 (USD) per year.

The salary can fluctuate based on several factors such as the level of experience, the size of the organization, and the geographical location.

 

Digital Collections Specialist Job Description FAQs

What skills does a Digital Collections Specialist need?

A Digital Collections Specialist should possess strong technical skills, including proficiency in database management systems and digital collection platforms.

They should also be knowledgeable in metadata standards, have excellent organizational skills, and be detail-oriented.

Additionally, they should have strong communication skills to liaise with various stakeholders and the ability to manage and prioritize multiple projects at a time.

 

Do Digital Collections Specialists need a degree?

Many Digital Collections Specialists hold a degree in Library Science, Information Science, or a related field.

However, a degree may not always be necessary if the candidate has significant experience in digital collection management.

Certifications in digital archiving or database management may also be beneficial.

 

What should you look for in a Digital Collections Specialist resume?

When reviewing a resume for a Digital Collections Specialist, look for experience in managing digital collections, data entry, and database management.

Knowledge of metadata standards and digital archiving procedures is also crucial.

Skills in specific digital collection platforms or database management systems can also be beneficial.

Check for any relevant certifications or coursework as well.

 

What qualities make a good Digital Collections Specialist?

A good Digital Collections Specialist is detail-oriented, organized, and has strong technical skills.

They should be able to manage multiple tasks, work independently, and meet deadlines.

They should also have excellent problem-solving skills and the ability to adapt to new technologies and changes in the digital collections field.

Excellent communication skills are also important, as they may need to liaise with various departments or organizations.

 

Is it difficult to hire Digital Collections Specialists?

The difficulty in hiring Digital Collections Specialists often depends on the specific needs and requirements of the organization.

A high level of technical skill and experience is needed, which can limit the pool of eligible candidates.

It is important to clearly outline the necessary skills and experience in the job description to attract the right candidates.

 

Conclusion

And there we have it.

We’ve just unveiled the intricate details behind being a Digital Collections Specialist.

Surprised?

It’s more than just managing digital assets.

It’s about curating and preserving the digital artifacts that shape our history and future.

Armed with our Digital Collections Specialist job description template and real-life examples, you’re poised to leap forward.

But don’t stop there.

Venture further with our job description generator. It’s your ideal tool for crafting precision-based listings or tailoring your resume to perfection.

Always remember:

Each digital asset is a fragment of a larger narrative.

Let’s curate that narrative. Together.

How to Become a Digital Collections Specialist (Complete Guide)

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