Application Brief
for the position of
Project Archivist
(HLF Intergenerational Jazz Reminiscence Project)
with the
Prepared for
Paul Kaufman
Chair of Trustees
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Contents
The National Jazz Archive
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Background to the Position
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Job Purpose
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Key Areas of Responsibility
4
Terms & Conditions
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Person Specification
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The National Jazz Archive
The National Jazz Archive (NJA), which was established in 1988, was the brainchild
of trumpeter Digby Fairweather. The seed was planted when he was shown round
the British Library Sound Archive and discovered that while they had practically
every known jazz recording, fully catalogued and available for listening, if one also
wanted to read about the music, the books and journals covering the subject were
scattered throughout the library and not available for easy browsing.
Before becoming a professional musician, Digby had been a librarian with Essex
County Council (ECC) and his ex-boss had now reached the rank of Deputy County
Librarian. With the germ of an idea that the jazz community needed a place where
the history of the music could be preserved and available for research, Digby made a
tentative approach to see if the Council might be interested in hosting such a facility.
Somewhat to his surprise he received a very positive response and within a year
space was found within Loughton Central Library and the National Jazz Archive was
born. Initially the room provided was little more than a walk-in cupboard, but
subsequently a much larger space was allocated and quality shelving units provided,
which has allowed the Archive to grow into the valuable national resource it is today.
ECC also funds a part-time Archivist for 14 hours per week. Although supported by
ECC, NJA is an independent body registered with the Charity Commission as an
educational charity (No. 327894).
Because the British Library has a statutory responsibility to collect all sound
recordings, it was decided that it would be foolish to try to duplicate their efforts.
Therefore, the NJA has concentrated on the written, printed and photographic
documentation of the music and has amassed a body of information that can truly be
considered world-class. The Archive consists of books, journals, concert / festival
brochures, photographs, posters, record catalogues, correspondence, personal
papers, memorabilia and ephemera. In fact, anything that will enhance knowledge
and understanding of jazz, blues and related music - except sound recordings.
While the Archive exists to help researchers, students, the media and the general
enthusiast, one of its shortcomings is that being based just outside London it is not
easily accessible to the majority of the population. Queries can be answered by the
Archivist from written, email or telephone requests, but that is not as satisfactory as
having personal access to the material. Over the last few years an ‘Outreach
Programme’ has been developed whereby the NJA donates copies of duplicate books
and journals to the libraries of regional music colleges and universities. This allows
people living within striking distance of these institutions to be able to see at least
some of the material to which they would like access. Currently there are partners in
Glasgow, Newcastle, Leeds, Liverpool, Swansea, West London and Brighton.
While helping educational institutions build their libraries is a commendable activity,
in this electronic age it is to the Internet that most people turn as a first resort.
Therefore, four years ago the NJA successfully applied to the Heritage Lottery Fund
(HLF) for an access development grant to catalogue, conserve and digitise its
vulnerable paper holdings, as well as to engage in a vibrant programme of
community events. As a result of the project, the Archive has developed a robust
infrastructure and has made significant progress to increase public access to the
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NJA. 40,000 archive items have been stored and conserved, while 4,336 books have
been catalogued and all journals have been catalogued to Series level alongside
approximately 35 personal collections. 23,000 items have been digitised and made
available through the NJA’s new website under the banner The Story of British Jazz.
Background to the Position
The Intergenerational Jazz Reminiscence Project will build on this recent success to
increase access and public engagement with the collections. It will focus on three
local areas in Essex, and one area identified by the Black Cultural Archives, and will
explore the investment that different generations make in promoting, performing,
supporting and documenting our jazz heritage. In each area, using materials that we
currently hold as well as others supplied by local jazz clubs and Chelmsford
Museums service, we will inspire members of Age UK activity centres, local jazz
clubs, local youth groups and young jazz musicians to explore and discuss what
music has meant and still means in their lives.
Reminiscences will be recorded by Loughton Youth Project, whose members will
receive training in media, broadcasting and interviewing skills. NJA trustees will
interview older jazz musicians who are associated with the local jazz clubs and these
interviews along with the Activity Centre reminiscences will be made available on our
website and as part of an exhibition “Investment in Musical Heritage Across the
Generations”.
The key aspects of the post will be to work with the Project Manager towards the
successful fulfilment of the project and to appraise new accessions and catalogue
collections.
You will be professionally qualified as an Archivist and have experience of
cataloguing archives using industry standard (ISAD(G)) software, ideally CALM, and
of ensuring collections are stored to archival standards.
You will be able to demonstrate strong IT skills, be an excellent communicator (both
written and oral) and have the ability to work as part of a team.
Job Purpose
To assist the Project Manager in all aspects of The Intergenerational Jazz
Reminiscence Project and manage the storage, conservation and cataloguing of the
collections to archival standards.
Key Areas of Responsibility

To assist in the establishment of a Working Group of community
representatives involved in the project to include NJA Trustees, Loughton
Youth Project, Age UK, Black Cultural Archives and local jazz clubs
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
To source materials for the loan boxes from the archive, jazz clubs,
academics, Chelmsford Museum and musicians

To coordinate the events schedule for visits to Age UK centres and jazz clubs

To identify lists of interviewees and draw up recording agreements

To assist the Project Manger to arrange interviews that will be conducted by
the University of Essex of around ten organisers and supporters of the local
jazz clubs regarding the founding of their clubs, the types of activities they are
engaged in and from where they gain their support. Interviews to be recorded
by Loughton Youth Project

To summarise all interviews and make back-up copies in conjunction with
Loughton Youth Project and volunteers. Around half will be fully transcribed
and edited by the University of Essex for upload for the NJA website and final
exhibition

To help coordinate the activities of the project team and other stakeholders to
identify materials for an exhibition on the theme “Investment in Musical
Heritage Across the Generations”. Exhibits will be selected from materials
deposited by participants as part of the oral histories project together with
items from the NJA collections

To help organise and collate feedback from participants to evaluate whether
the project was a success and produce a final report highlighting both
positives and lessons learnt

To ensure that materials collected and donated are conserved and preserved,
including digital preservation. Assistance will be provided by West Dean
College

To seek copyright clearance for items in the collections to allow internet
access by users

To promote the project through regular media coverage including a monthly enewsletter, blogs through the NJA website, press releases and podcasts

To catalogue newly acquired materials in CALM and index the materials in
Pastview

To carry out other duties that the NJA may require from time to time and
which are consistent with the post and grade
Training

You will attend “An Introduction to Oral History” and “Digitisation and Digital
Editing” training courses: also on-the-job training in conservation by
professionals from West Dean College.
Special Circumstances:
 An enhanced CRB check will be required
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Terms and Conditions
Duration:
18 months beginning January 2016
Reports to:
Project Manager
Salary:
Project fee of £11,250 over 18 months. 75 days total @
£150.00 per day.
Expenses:
All previously agreed expenses incurred will be refunded
in full against receipts
Hours:
Flexible working to the equivalent of one to two days per
week as required by the project.
Working Conditions:
Some lifting and carrying of heavy boxes is required and
some working in cramped, dusty conditions with low-light
levels, although not for prolonged periods.
Location:
NJA Office, Loughton Library, Essex
Please note:
This information is for candidates’ guidance only. It does not constitute part of any subsequent
offer of employment and is not contractually binding.
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Person Specification
Qualifications
Experience
and
Knowledge
Essential
Professional qualification as an
Archivist
Experience of working in an
archive
Knowledge and experience of
archival cataloguing to ISAD(G)
standards using online
cataloguing applications
Knowledge of Data Protection
principles
Knowledge and experience of
supervising and guiding others
Desirable
Experience of cataloguing a
range of different materials
including publications and
ephemera
Library and museum
knowledge
Experience of research
Knowledge of Copyright
legislation
An appreciation for and
knowledge of jazz music
Knowledge of Essex Libraries
and the Essex Record Office
Personal/Skills Good level of IT skills
Knowledge of website
applications and Internet sites
Accurate and methodical in
inputting data
Excellent communication (oral and
written) skills
Proven ability to work on own
initiative and as part of a team
Proven ability to meet deadlines
Proven ability to produce
statistical information and reports
Flexible response to working
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