Hiring: Archeion Coordinator

About the Organization

The Archives Association of Ontario (AAO) is a volunteer-led organization that supports a network of archives and archivists across Ontario, by providing programs, education, advocacy and shared knowledge. Consisting of more than 300 members, the AAO supports and promotes the work of archivists in preserving the history and culture of Ontario and its citizens. It was established in 1993 as a result of the amalgamation of the Ontario Association of Archivists and the Ontario Council of Archives. 

Position Overview

The AAO is seeking an enthusiastic and engaged Independent Contractor and archival professional to be the next Archeion Coordinator and lead the growth and continued maintenance of Archeion (www.archeion.ca), Ontario’s archival information network.

For researchers and the public, Archeion brings together information about archival records cared for by archives organizations across Ontario. 

For AAO institutional members, Archeion is a cost-effective shared archival descriptions database (AtoM) that can be used by archives and memory institutions across Ontario to promote their institution and the records they care for. Read more about Archeion on its FAQ page.

The Archeion Coordinator is a community leader within the Ontario archival community. This contractor role supports Archeion institutional members but it also provides training and support to the AAO community as a whole. 

Position Duties

Reporting to the AAO Board of Directors and working closely with the Digital Access and Preservation Committee, the Archeion Coordinator will lead the ongoing development of Archeion on the AtoM platform as an online, multi-level, Rules for Archival Description (RAD) compliant provincial catalogue of archival holdings by delivering the following products and services:

• Develops an annual plan for the Archeion service, based on membership needs, for approval by the AAO Board of Directors;

• Prepares written articles, listserv reminders, presentations etc., that promote the benefits of Archeion to members of the public and the archivists who serve them;

• Responds to queries submitted to the Archeion email in a timely manner;

• In conjunction with the AAO Secretariat, updates Archeion user accounts annually based on the AAO membership database;

• Conducts outreach to offer Archeion services to new AAO institutional members;

• Supports participating Archeion institutions with use of the AtoM platform, including maintaining the “Getting Started” Archeion slide deck for up-to-date best practices in using AtoM;

• Provides remote services and workshops as-needed for Archeion contributors on descriptive standards and AtoM software and in consultation with the Professional Development Committee

• Maintains the Archeion Google Analytics property and provides data upon request to participating Archeion institutions;

• Assists Archeion contributors with preparation and submission of their descriptions and authority records;

• Assists Archeion contributors with the bulk uploading of records;

• Reviews submissions from participating archival institutions and ensuring that they are consistent with Archeion’s standards;

• Maintains the consistency of the authority files and taxonomies on the Archeion site;

• Records all activities undertaken and prepares regular status reports, including Archeion usage statistics;

• Acts as the AAO Liaison with Artifactual, for AtoM platform upgrades and technical issues;

• In conjunction with the AAO Secretariat, oversee all other technical aspects of the Archeion website;

• Writes monthly reports and attends Board meetings as required.

As an Independent Contractor, the Archeion Coordinator is expected to perform their duties under the contract on a part-time basis, up to 37.5 hours per month, starting January 5, 2026.  The annual renewal of this contract is contingent on the annual renewal of funding.

Remuneration for the services of the Archeion Coordinator contractor will be at an hourly rate of $42.97, supplemented by a monthly office stipend of $100 for Internet and telephone use. 

Qualifications

• MLIS or Master’s degree in archival studies or a recognized equivalent or a combination of related education and experience;

• Minimum three (3) years' experience in a professional archival capacity;

• Experience using archival descriptive standards;

• Experience using and managing archival content management systems and databases; with AtoM experience preferred; 

• Experience and demonstrated proficiency in project management;

• Demonstrated computer skills;

• Ability to multitask and prioritize;

• Experience managing reporting relationships; 

• Strong interest in advocating for and supporting the Ontario archival community;

• Excellent verbal and written communication skills; 

• Familiarity with consulting practices;

• Experience in grant writing an asset; and

• Access to a high-speed Internet connection, computer hardware and an ability to work from home

Asset Qualifications

• Fluency in English and French;

• Demonstrated involvement in the archival profession;

• Knowledge of the AAO; and

• Experience with inter-institutional relationships and strong collaboration skills.

How To Apply

Interested applicants must submit a cover letter and resume in a single pdf file to the AAO Office, aao@aao-archivists.ca by 5:00 pm (EST) on November 7, 2025. 

Although we appreciate all applications, only those selected for an interview will be contacted.

The 21st edition of the Municipal Archives Interest Group's annual publication, The MAIGazine is here!

Please find a copy of the MAIGazine on MAIG’s homepage where you can also find our previous issues.

Thank you so much to those who contributed articles and news corner pieces this year!

Best,

Jennifer Georgiou

Vice Chair of MAIG

Summer has nearly passed us by and so it is time to think about submitting to the Fall 2025 issue of Off the Record! 

The submission deadline for this issue is October 24th. Please review the submission requirements, and feel free to send any questions our way! 

Please also send us your articles, news, and announcements! Do you have new initiatives or exhibits underway? Are you connected to a local archive or memory project with an interesting history? Do you have a story of how your institution is engaging with local or international communities? Write a short piece for OTR and spread the word! As always, feel free to reach out with questions and ideas for articles. 

And a Fall-appropriate cover image would be much appreciated! 

Many thanks, 

Isobel and Simon

Hello AAO,

Summer has come and nearly gone! Hopefully this new issue of Off the Record can ease your transition back into the busyness of fall archiving. Members can access the issue here. 

This slightly shorter issue includes a fascinating interview with 2025 AAO Annual Conference keynote speaker Yvonne Ng from the organization WITNESS. We have also featured an excellent poster presentation by iSchool student Ashley Lanni featuring an overview of research on trauma-informed archival education.

Happy reading!

Isobel and Simon

The Municipal Archives Interest Group (MAIG) is updating the Directory of Municipal Archives in Ontario. This was last updated in 2008. We ask all archives in Ontario that hold municipal records fill out this survey.

CLICK HERE to access the survey.

This survey takes approximately 10 minutes to complete. Once responses have been compiled in the updated Directory, it will be posted as a resource on MAIG's page on the AAO's website. It will also be distributed through the AAO and MAIG List-Servs. 

The deadline for responses is Monday, September 15, 2025. 

If you have any questions or if you are unsure if this survey applies to your institution, please contact Chair Amber Mandich (amandich@elgin.ca) or Vice-Chair Jennifer Georgiou (jgeorgiou@regionofwaterloo.ca).  

We thank you for your time and participation. 

Best,

Amber Mandich (MAIG Chair) and Jennifer Georgiou (MAIG Vice-Chair)

It's that time of year again, the Municipal Archives Interest Group (MAIG) is seeking submissions for our annual publication, the MAIGazine. For our 21^st issue, we are leaving this year’s submissions open ended. Feel free to submit an article, an institutional update, or a photo for our *NEW* photo section!

Here are some suggestions for each:   

• Articles: Of any length, with or without photos. Articles can be about an interesting donation, a large project you or your institution accomplished, a new website or database migration, interesting interactions or finds with researchers, designing a new exhibit or preparing for a County/Regional celebration…etc.  
• News Corner: Here we highlight exciting updates, accomplishments or milestones such as grants, new acquisitions, special projects, introducing a new staff member, retirements, reaching a career milestone, or simply celebrating a colleague for their work.
• *NEW* Photo Section: Have an interesting photo in our collection that you just don’t know how to share? Share it here with or without a caption! Puzzle us, delight us, or scare us with the photos from your vault!  
• Cover Photo Submissions: Last but not least, we are seeking photograph submissions to be used on the cover page. We are simply looking to feature images from our community's collections!

If you are interested in contributing to the 2025 edition of the MAIGazine, please send your submissions as a MS word document to Jennifer Georgiou (jgeorgiou@regionofwaterloo.ca) by Friday, August 15 (Deadline Extended from August 1!). If you are including photos with your submission, please send them as JPG scanned at least 300dpi. Feel free to contact Jennifer with any questions about submitting your article.

For information about MAIG, or to view past issues of the MAIGazine, please visit our webpage here: https://aao-archivists.ca/maig 

Thank you in advance. We look forward to your submissions!

Best,

Amber Mandich (MAIG Chair) and Jennifer Georgiou (MAIG Vice-Chair)

The Archives Association of Ontario (AAO) Annual Conference will be held in person at St. Michael’s College, University of Toronto, between May 6-8, 2026. 

The AAO is looking for dedicated volunteers who are interested in serving on the 2025-2026 Conference Committee which is composed of two sub-committees: the Local Arrangements Committee and the Conference Planning Committee.

The Local Arrangements Committee is responsible for the planning and supervising of events that take place in and around the conference. The committee is responsible for:

• Venue and corresponding insurance coverage;
• catering;
• accommodation;
• registration information and planning;
• conference bags (or other giveaways);
• photography;
• exhibitors;
• post-conference survey;
• transportation;
• tours;
• communications;
• extra curricular activities;
• Silent auction
• Awards banquet planning
• tend to the registration desk during the conference
• work with Website Administrator for creation of conference website and social media postings

Best suited for volunteers who live within Toronto and the GTA

The Conference Planning Committee

• Selects the theme of the 2026 AAO Conference;

• oversee planning for the programming of the conference: call for papers, building the agenda;

• coordinate room locations for conference sessions;

• select moderators and keynote speakers;

• provide support for participants alongside AAO office staff during the conference;

• tend to the registration desk during the conference

• work with Website Administrator for creation of conference website and social media postings

Suited for volunteers from across Ontario

Who we are looking for:

• Archivists from across Ontario as well as those individuals who are located within Toronto and the GTA

• Experience with planning events and conferences is not required. This is an excellent opportunity for individuals looking to gain experience in conference planning.  

If you are interested in joining the 2025-2026 Conference Committee or have any questions about the work involved in organizing the AAO Conference, please contact Shelley Respondek, AAO President, at president@aao-archivists.ca by Friday July 11th, 2025.

Hello AAO,

Spring has sprung and so too has the Spring 2025 issue of Off the Record! Hope you enjoy reading during one of these increasingly warm sunny evenings. Members can access the issue here. 

This issue includes an article by Roxy Moon about the Toronto AIDS Memorial Committee as well an excellent piece by new archivist Emmanuelle Vanleeuwen about how to train incoming archivists. Ashton Osmak also contributes an interview with her colleague Hafiz Printer, who coordinates education programming at the Archives of Ontario.

Our student spotlight is with Jocelyn Oprzedek and this issue also features an update from AAO president Shelley Respondek, an Archeion update and an announcement for the AAO 2025 Virtual Conference.

Happy reading!

Isobel and Simon

The Municipal Archives Interest Group (MAIG) is currently accepting nominations for the Secretary-Treasurer position, for a two-year term (2025-2027). Volunteering on the MAIG Executive is an excellent professional development experience, providing an opportunity to develop leadership skills, network with other professionals, and share their knowledge and experiences with other members of Ontario’s municipal archival community. Please see below for more information about this role, and feel free to contact our Executive team if you have any questions.

Secretary-Treasurer, Two-year term (May 2025 - May 2027)

• Serve as the official recordkeeper of MAIG by preparing and distributing correspondence, agendas and minutes for all meetings.
• Manage MAIG finances, present a financial report to members at the Annual General Meeting, and prepare an annual budget in cooperation with the MAIG Executive.
• Optional duties may include assisting with the annual “MAIGazine” newsletter and other special projects as they arise.

To nominate yourself or a colleague, please email Amber Mandich (amandich@elgin.ca) with a brief biography by 5pm on Friday, April 25. The election will be held at MAIG’s virtual Annual General Meeting on May 1, 2025, and nominations will also be accepted from the floor.

MAIG

The AAOEe wants you for the Chapter Executive in 2025-2026!

What does the AAOEe do?

The Archives Association of Ontario East/est (AAOEe) Chapter is a volunteer-led organization that represents Eastern Ontario within the Archives Association of Ontario (AAO). The Chapter engages our membership, provides programming, and promotes archives, heritage, and information management through events. We also connect with the AAO Board to support its efforts to advance the broader organization.

Why do we need volunteers?

All the work we undertake requires the energy of an engaged Executive team to bring tours, workshops, speakers, and other events to the Eastern Ontario region.

We are currently looking for new members to join the Executive to help shape the Chapter’s program and develop activities for our membership.

What do we want to do?

We want to build a diverse Executive that reflects our membership. Whether you are new to volunteering, a student, an established archivist, or a member of an allied discipline, all voices are respected. Your contribution of a few hours each month keeps the Chapter alive and connected.

The Executive meets 7-8 times per year and consists of the following roles, all of which are one-year terms that are elected at the Chapter AGM (April 2025). In addition to the responsibilities described below, all members contribute some time to program development and implementation.

For more information on any of the roles below, and to discuss how you can contribute, please contact the AAOEe Chapter Executive at aaoeast@gmail.com.

Which role do you want to fill?

• President

The President provides leadership to the Chapter. This includes acting as spokesperson for the Executive, the membership, and stakeholders to the AAO Board and other interested parties. For Executive meetings, work includes scheduling, setting the agenda, and chairing the meetings. The President also ensures that the Chapter is fulfilling its responsibilities to the AAO Board, such as submitting required reports. Note: upon leaving office, the President is asked to stay on the Executive for an additional year in an advisory role as Past-President. Time commitment: 5 hours per month, with additional time required for the AAO Leadership Meeting and AAO Annual General Meeting

• Treasurer

The Treasurer looks after the Chapter’s finances. Duties include preparing budgets and financial statements, writing cheques, managing deposits and investments, and reporting on the previous year’s finances at the AAOEe AGM. Time commitment: 3-4 hours per month, with additional time required for the AGM

• Secretary

The Secretary is the official recordkeeper for the Chapter. They take minutes of all meetings and distribute documentation to the Executive and the general membership as required. Time commitment: 2 hours per month

• Vice-President

The Vice-President performs the duties of the President in their absence and advances the interests of the AAOEe. This often means providing support with planning and program development. The VP is encouraged to stand for President upon completion of the latter’s term. Time commitment: 3 hours per month

• Member-at-Large

The Member-at-Large position assists the Executive to build capacity in subject areas that may be pertinent to the broader membership.

For example, the Communications Officer is a portfolio assigned to a Member-at-Large. The Communications Officer updates the AAOEe Facebook page with upcoming events, tours, and workshops. Other social media tools may also be used.

The Member-at-Large may be elected at the AGM with assigned responsibilities, or it may be project based and appointed by the Executive at any point in the year. The role often builds upon the subject expertise of the volunteer. Time commitment: flexible, 2-4 hours per month.

Note: the AAOEe encourages student participation, particularly through the Member-at-Large position. There is no limit on the number of Member-at-Large positions.