Director of Documentation

Job Title

Director of Documentation

Department: Collections and Exhibitions

Section: Contents

Unit: Documentation

Reporting to: Senior Director of Collections and Exhibitions

Job Purpose

The Director of Documentation is responsible for developing and overseeing comprehensive policies and systems to document the Institution’s collection and institutional history in line with international standards. This role ensures that collections data is accurate, accessible, and aligned with institutional priorities, facilitating internal workflows and external collaboration, supporting the organization’s long-term institutional memory, public transparency, and educational impact. The role demands a methodical and consistent professional with deep experience in both digital and physical documentation practices, including cataloguing, archival management, and data governance. The Director ensures that documentation processes are accurate, coherent, and up to date, working closely with curators, conservators, and IT teams to maintain collection records of the highest quality and support research, interpretation, and digital access. The ideal candidate will possess a strong background in museum informatics and data systems management, with a track record of integrating CMS platforms into complex institutional environments. will approach the role with perseverance and precision.

Roles and Responsibilities

Strategy and Planning

• Develop and implement comprehensive documentation strategies aligned with objectives and international standards.
• Conduct research and propose improvements in documentation methodologies.

Budget Management

• Develop, manage, and monitor the Documentation budget in collaboration with the Finance Department.

Policies, Processes, and Procedures

• Create, maintain, and review documentation policies based on standards such as ICOM and CCO.
• Collaborate with Director of Internal Audit to ensure compliance and consistency.

Functional Accountabilities

• Develop and implement comprehensive documentation policies that align with standards and best practices, ensuring consistency and accuracy across all collections.
• Collaborate with curatorial teams to document and catalog new acquisitions and existing collections in a systematic and accessible manner.
• Ensure the designing and maintenance of a digital management system for the documentation, enhancing accessibility for researchers, educators, and the public.
• Oversee the provision of training and support for staff on documentation practices, fostering a culture of documentation excellence within the organization.
• Support regular audits of documentation practices to assess compliance with established standards and identify areas for improvement.
• Ensure the facilitation of workshops and educational programs designed to engage the public and promote best practices in documentation and preservation.
• Research emerging trends and technologies in documentation and collections management, recommending innovations to enhance operational efficiency.
• Actively participate in cross-departmental projects, ensuring that documentation considerations are integrated into broader initiatives.
• Manage relationships with external partners, vendors, and stakeholders involved in documentation and preservation efforts.
• Represent the institution at industry conferences, workshops, and committee meetings to exchange knowledge and promote the organization's commitment to best documentation practices.

Stakeholder Management

• Coordinate with curators, educators, IT, and external partners to support documentation efforts.
• Represent the institution in industry events and collaborate with archival institutions.

People Management

• Supervise and mentor junior staff and interns in documentation processes.
• Deliver training programs and workshops to improve institutional capacity.
• Live by the institution’s values, ethical standards, and governance.
• Manage and support team members in performing their tasks in line with established policies and procedures.
• Guide, mentor, and develop the Documentation team to ensure continuous growth and achievement of functional objectives.
• Set clear performance goals, provide regular feedback, and support professional development through coaching and formal evaluations.
• Delegate authority appropriately to empower team members and encourage accountability.
• Contribute to workforce planning, recruitment, and performance management while promoting employee engagement and motivation.
• Foster a high-performance, inclusive, and collaborative work culture aligned with the institution’s values.
• Promote innovation and contribute to a positive, inspiring, and diverse workplace.
• Maintain high personal standards and ensure excellence across the section.

Job Qualifications and Requirements

Knowledge and Experience

• Minimum 8 years of experience in collection documentation, collection management, or archival work.
• Proven knowledge of documentation standards such as ICOM and Cataloging Cultural Objects (CCO).
• Experience in using digital asset management systems and cataloging software.
• Familiarity with both physical and digital preservation techniques.
• Experience leading or coordinating documentation projects.

Education and Certifications

• Bachelor’s degree in museum studies, Archives Management, Library Science, or a related field.
• A master’s degree in these fields is strongly preferred.

Personal capabilities and qualifications

Strong research and analytical skills, with the ability to synthesize information into documentation protocols and guidelines.

Advanced technical proficiency in digital documentation tools and software, as well as database management.

Exceptional written and verbal communication skills, capable of conveying complex information clearly and concisely.

Strong leadership capabilities to inspire and guide a team, fostering collaboration and continuous improvement in documentation practices.

Effective problem-solving abilities, allowing for innovative solutions to challenges in documentation and collections management.

High level of adaptability and willingness to learn in an evolving landscape.

Proven project management skills, with a track record of successfully leading documentation initiatives from conception through to completion.

Knowledge of preservation techniques and standards for both digital and physical collections, ensuring the longevity and integrity of materials.

Familiarity with relevant laws and ethical standards governing collections and documentation practices.

Comprehensive understanding of audience engagement strategies related to documentation and education programs.