Collections Digitization Specialist—NPS JACS project




Collections Management & Access



Position Summary:

In support of the two-year National Parks Service Japanese American Confinement Sites-funded collections digitization grant, the JANM Collections Management & Access department (CMA) seeks a digitization specialist to advance digitization and make the digital assets and accompanying metadata available in TMS Collections as well as through eMuseum web-publishing platform. The position is temporary with funding through June 30, 2023.

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Essential Duties and Responsibilities

  1. In consultation with other CMA staff, the digitization specialist will help to determine a plan to digitize the artifacts and archival materials related to the World War II experience that were outlined in the NPS-JACS grant proposal. 
  2. Pull, track, and manage objects during the digitization process. 
  3. Photograph or scan artifacts within JANM’s permanent collection. Process images for inclusion in TMS Collections database. 
  4. Catalog artifacts in TMS Collections database by creating new records and updating existing records that capture critical metadata such as physical description, measurements, current location, condition, historical significance, and keyword tags. 
  5. Organize JANM’s repository of digital assets. 
  6. Publish TMS Collections catalog records onto eMuseum for public access. 
  7. Clean up and manage location records in TMS Collections database. 
  8. Conduct inventories / audits of artifacts, as needed. 
  9. Proofread data in existing catalog records, determine if content is ready for eMuseum, and add relevant keyword tags. 
  10. Work with Densho to transfer digital assets and accompanying metadata for project-objects, as outlined in the NPS JACS grant proposal. 
  11. Prepare digital assets to fulfill internal and public requests for images from the collection. Generate reports, as needed.
  12. Create finding aids for archival collections. 
  13. Other job duties, as assigned. 
  14. Staff members must be able to work with visitors of all ages to support the various events sponsored by JANM. Each staff member will be expected to work on a minimum of three museum-wide events per year: 
    • JANM’s Gala Dinner and Auction—(off-site) typically held in the Spring (April-May)
    • JANM’s Family Festival Day—Oshogatsu Festival (January)
    • JANM’s Family Festival Day—Natsumatsuri Festival (August)

This list is not exhaustive and may be supplemented as necessary.  Incumbent will perform related duties as assigned.

Knowledge, Skills, and Abilities

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions outlined above. 


Bachelor’s degree preferred; or an equivalent combination of education and experience.


At least 2 years of experience working in a museum or library, preferably working with an artifact or archival collection. Proper training on how to handle objects, including: artifacts, photographs, artworks, and documents is critical. Experience with digitization processes, including: digital photography, scanning, and image editing is essential. Understanding of cataloging standards for artifacts and archival materials is important. Knowledge of collections management databases, particularly TMS is preferred. Willingness to learn and apply new skills. Ability to multi-task and prioritize. Ability to work well under pressure to meet deadlines. Excellent organizational skills and be detail oriented. Strong proofreading skills.  Professional phone manners are essential. Ability to work in a fast paced team-environment, be a self-starter. Demonstrated commitment and flexibility in order to ensure a high level of quality service. Ability to adjust and provide appropriate action when unanticipated need arises. Knowledge of Japanese American history and culture is a plus.


Has excellent communication and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers, and the general public. Is able to read, write, and comprehend routine reports and correspondence, including safety rules, operating and maintenance instructions, and procedural manuals. Is able to effectively present information in one-on-one and small group format and large group format.  


Is computer literate, Internet savvy, and experienced with MS Office, Google Calendar, and Gmail preferred. Accuracy and attention to detail are essential. Experience with a content management system / digital asset management system is critical. Experience with TMS or another relational database / collections management database is preferred. Adobe Photoshop skills are ideal. Use of Vue Scan and Capture One are also ideal. Understanding of digitization standards and best practices for archiving digital assets is important.  


Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.


Ability to act on own initiative, making consistently sound decisions. Must be able to comply with institutional policies and procedures. Perform successfully when juggling and re-prioritizing multiple assignments in a fast-paced, changing work environment. Is able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Reliable follow-through on assigned projects in a complete, well conceived, and timely manner. 


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.


The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.


The Collections Digitization Specialist—NPS JACS position is temporarily funded through June 2023. Please note, however, that this is an at-will position, meaning that your employment may be terminated at any time, with or without notice, and with or without cause. There is, in other words, no guarantee that you be employed until any date in the future, including June 30, 2023.


Reports To: Director of Collections Management & Access and Curator, K.Hayashi

Positions Supervised: None