Inventory and Archive Intern

Apprenticeships @Art Gallery of Sudbury / Galerie d’art de Sudbury in Non-Profit Organizations
  • Post Date : October 4, 2022
  • Apply Before : October 21, 2022
  • Salary: $25.00 / Hourly
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Job Detail

  • Job ID 979

Job Description


Position to begin immediately upon hiring

CONTRACT: $25 / HR – 28 HRS / WEEK – 18 WEEKS

The Art Gallery of Sudbury / Galerie d’art de Sudbury is seeking a candidate for the position of Archives & Inventory Intern. This position is designed for college or university graduates who wish to gain practical experience with a goal to transition into a career in the fields of Library Sciences, Archives and Records Management, or Arts Administration.

Job Description:

Working under the direction of the Collections Coordinator, the intern will:


(Phase One) Work independently at the Greater City of Sudbury’s Archive building (5 Lindsley Street, Falconbridge, ON P0M 1S0) located 20 kilometers from Sudbury’s City Centre. The intern will assess and catalogue approximately 200 file boxes of items at an offsite archival location in preparation of a significant fonds donation. The objects include public art gallery administrative files, photographs, books, and other objects as yet uncatalogued.


(Phase Two) The intern will also conduct an assessment of library holdings, both catalogued and uncatalogued, onsite at the Art Gallery of Sudbury (251 John Street).


Key Responsibilities:

Digitization of collection and archive items:


  • Evaluate an offsite institutional depository of approximately 200 boxes of archival and non-archival Gallery materials and books
  • Conduct research on current collection items in order to produce more detailed database entries and in order to document the different management methods and the tools developed for this purpose in other institutions (archive centers, libraries, museums)
  • Appraise government information to determine which records could be selectively or fully retained as archives
  • Carry out a pre-inventory of the archives in order to estimate the volume to be preserved and to identify what needs to be pruned
  • Develop and present an adequate classification plan to Gallery and archival staff for approval
  • Catalogue all records and artefacts using inhouse standards
  • Photograph and scan items determined to be archival to add to the records database for identification, evaluation, and security purposes
  • Perform basic preservation activities to safeguard the archival materials
  • Review and select specific sets of records for transfer to municipal or provincial archives
  • Carry out pruning (search for service providers, rental of equipment and organization of the pruning itself) and facilitate the transfer of records and artefacts as required
  • Perform other related duties as assigned


Conditions of employment:

  • Lifting of objects up to 15 kg such as archive boxes or audio-visual documents.
  • Working while masked and gloved, as necessary.
  • Must meet security and access requirements of Sudbury Archives.
  • Fully vaccinated for COVID 19 unless being accommodated based on medical reasons or on grounds recognized by the Canadian Humans Rights Act.
  • Vulnerable sector police check required.


Key Qualifications:

Background in Museums, Archives, or Librarian Studies, Information Studies with an undergraduate or graduate degree in these or related fields.


Valid Ontario G class driver’s licence and comfort and ability to drive in all seasons.


Most of the materials in the depository are in English. However, communications with other institutions may require French. Qualified candidates will be sent for linguistic validation.



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