Information Management Specialist

**TŌ MĀTAU MOEMOEĀ**:Our vision is to use the past, present, and future technology, and

ingenuity of Aotearoa to educate and inspire the innovators of tomorrow.
- KIA WHAKATŌMURI TE HAERE WHAKAMUA
- **Position**:Information Management Specialist

**Reports to**:ICT Manager

**PURPOSE OF THE ROLE**

Reporting to the ICT Manager, the Information Management Specialist has three key responsibilities:

- Leading MOTAT’s Digital Asset Management (DAM) project and workflows, ensuring that all digital assets are

successfully are uploaded into the digital asset management system, with accurate metadata.
- Leading the roll out of SharePoint to replace network drives across MOTAT to a defined design. This will be

achieved by working in a highly collaborative way to understand business needs across the Museum and
support teams in the use of SharePoint and related systems to support their workflows.
- Manage the ongoing operations of the DAMS and SharePoint across the organisation, following strategic

principles and guiding users in the use of these principles.
**RESPONSIBILITIES**
- Assist to design all global information management strategies.
- With support from the ICT Manager and Library and Archives Manager, lead the implementation of Digital

Asset Management System (DAMS) and SharePoint capabilities at MOTAT, championing the value of using
systems and data to create efficiencies at MOTAT.
- Lead and support the team in the organisation of digital assets, ensuring teams are working effectively and are

well-supported in their workflows, managing folder architecture, process standardisation and libraries,
documentation management and system and workflow management.
- Provide on-the-job guidance and support for others in the MOTAT Team and educate and facilitate proper

usage (best practices and process adoption) of DAMs and SharePoint systems across the MOTAT Team, as
required.
- Fully support the team to ensure they have all the tools, resources, and information, relating to systems,

software, processes, and technology that they need to ensure that SharePoint and DAMS are well utilised.
- With support from the ICT Manager and Library and Archives Manager, implement taxonomy and metadata

management strategies, following industry best practices and in line with defined designs; working closely with
the MOTAT Team to understand operational requirements as this is developed.
- Manage folder architecture, ensuring naming conventions and file structures are maintained across servers,

SharePoint, and DAMS always.
- Ensure workflows are accurately documented, updated, filed, and communicated to MOTAT Team Members, as

required.
- Take responsibility for the daily operations of curating, organising, and general asset maintenance and

management in the DAMS and SharePoint, and associated issue management.
- Continuously improve DAMS and SharePoint with stakeholders to ensure that they are fit-for-purpose and

provide a good user experience for the MOTAT Team; track and analyse key performance indicators to
determine workflow and systems effectiveness.
- Project manage DAMS/SharePoint related initiatives, working collaboratively with other MOTAT Team

Members.
- Work closely with other members of the ICT and Library and Archives team to drive understanding and

implementation of standard operations, frameworks, updates and upgrades of SharePoint and DAMS, as
required.
- Work closely with others in the ICT team to investigate and resolve user and system issues as they relate to

MOTAT’s DAMS and SharePoint systems.
- Ensure process documentation and ‘How To’ tools are developed and effectively shared with the MOTAT Team
- these documents should be accessible to the whole Museum.
- Champion user engagement and training for end users, as required, and ensure learning is institutionalised.
- Lead by example through positivity and energy that produces pride and passion for our everyday work.
- Maintain a record of all work carried out, to provide a good reference for how issues were resolved.
- Manage all intranet sites and document processes for managing sites.
- Follow all museum policies and procedures including but not limited to Health and Safety and the Museums

Aotearoa Code of Ethics.
- Undertake any other reasonable duties as may be required from time-to-time to ensure that MOTAT’s business

objectives are met.

**KEY PERFORMANCE INDICATORS**
- Effective and timely completion of key deliverables and projects, within budget and on schedule.
- High level of relevant user engagement with both DAMS systems and SharePoint.
- Secure management of systems and processes.

**KEY RELATIONSHIPS / DELEGATED AUTHORITY**

**Responsible for**:Nil

**Internal Liaison**:Library and Archives Manager, Library and Archives, External Relations, MOTAT Team

**External Liaison**:Suppliers

**BUDGETARY AUTHORITIES**

Nil

**SKILLS & EXPERIENCE**
- Administrative working knowledge of Electronic Document & Records Management