Digitization Coordinator

Location US-NY-Manhattan
Job ID
# of Openings Remaining
DIRES Digital Research


The New York Public Library seeks an extremely organized, detail-oriented person to serve as the Library’s Digitization Coordinator. The successful candidate will work closely with the Library’s curators, research divisions, digital imaging unit, metadata services, permissions office, rights clearance team, registrar, conservation units, and collections strategy department to shepherd the digitization of the Library’s myriad collections through the digitization workflows so that digitized collection items can be made available as broadly as possible for patron use and reuse.

Principal Responsibilities

Reporting to the Rights Clearance Manager, the Digitization Coordinator will:

  • Work with curators and research divisions to identify and assess potential digitization projects
  • Create and enhance metadata in the Library’s digital asset management system
  • Coordinate new photography and digitization of Library materials in conjunction with the Library’s Digital Imaging Unit and Preservation of Audio and Moving Image team.
  • Research and assess the copyright and related rights status of collection items; enter rights metadata about digitized items in the Library’s digital asset management system
  • Actively search for and work with rightsholders to secure permission for the Library’s general use of collection items; if rightsholders are unlocatable or unidentifiable, record information in accordance with the Library’s practices around orphan works
  • Work with the Library’s Registrar Services team to ensure the smooth and secure movement of collection items selected for digitization and the return of digitized materials to divisions
  • Consult with NYPL’s conservation units on the physical condition and preservation needs of materials selected for digitization
  • Coordinate with managers of digitization teams on project pacing, development of shooting scripts, and scheduling materials movement
  • Use various project management tools (Trello, Asana, Google Drive, etc.) to track digitization projects through the digitization workflow
  • Contribute to the creation of guidelines and best practices for the Library’s digitization projects
  • Manage the digitization of Library collection items that are selected for exhibitions, publications, and public programs; work closely with the Library’s Communications, Public Programs and Exhibitions teams to secure permission for specific uses of digitized collection items 
  • Work with partner institutions and third party vendors on collaborative digitization projects 
  • Coordinate in-house and vendor digitization of the Library’s extensive microfilm collections
  • The Digitization Coordinator will also:
    • Serve as a liaison to curatorial divisions on the Library’s copyright and information policy practices and policies, elevating inquiries to the Director of Copyright, Permissions and Information Policy as necessary  
    • Update and add information to the Library’s internal rightsholder database
    • Establish and maintain ongoing relationships with rightsholders represented in NYPL's collections
    • Work with the Permissions Unit in fulfilling public orders for digitized collection items
    • Review user feedback on NYPL’s Digital Collections site
    • Promote NYPL digital collections through blogging and other social media platforms
    • Identify and remediate legacy metadata and rights profiles to bring older records in line with current standards, in particular with the goal of making more collections accessible online 

    Our expectations for this person are that within…

    1 month, this person will:

    • Complete training on initial training on DC procedures: including digitization workflows, reporting of digitization proposals, creating SCM and condition reports, and metadata implementation.
    • Hold initial meetings with Schomburg Collections staff and Communications to learn about initial digitization projects and division needs. 

    3 months, this person will:

    • Meet regularly with Schomburg staff to discuss digitization proposals and current projects.
    • Create descriptive and rights metadata for digitized materials.

    6 months and beyond, this person will:

    • Assist staff with digitization proposals and initiate project submissions for scoring by the digitization workflow group.
    • Oversee digitization workflows for approved digitization projects: including descriptive and rights metadata creation, SCM reporting, and scheduling the movement of materials with the Registrars for photography by the DIU.

Required Education & Experience

Bachelor’s degree

Minimum Qualifications

  • Facility with creating and enhancing information in databases and asset management systems
  • Ability to liaise comfortably between diverse internal and external constituencies
  • Basic knowledge of copyright law
  • Ability to work independently on large, complex projects
  • Excellent communication skills
  • Ability to organize large bodies of information effectively and to distinguish relevant from irrelevant issues
  • Good judgment and problem solving skills
  • Commitment to the Library’s programs and mission
  • Willingness to be proactive and to solve problems independently
  • Excellent organizational and analytical skills

Preferred Qualifications

  • JD, MLS or another Master’s Degree
  • Demonstrated experience in museums, libraries, archives or similar cultural heritage institution
  • Demonstrated experience working with rightsholders to secure permission or clear rights for a range of uses
  • Has an interest and familiarity in collections displayed at the Schomburg Center
  • Experience with The Museum System (TMS) collection management software
  • Familiarity with Trello project management software
  • Ability to do routine preservation assessment of materials
  • Familiarity with name and subject authorities (VIAF, LC/NACO, LCSH, LCTGM, Getty)
  • Knowledge of XML standards used by Digital Humanities/Digital Libraries projects (TEI/EAD)

All team members are expected and encouraged to embody the NYPL Core Values:

  • Be Helpful to patrons and colleagues
  • Be Resourceful in solving problems 
  • Be Curious in all aspects of your work

Work Environment


  • Office setting
  • Public library setting

Physical Duties

  • Lifting up to 40 lbs. Required
  • May require travel within NYC

Starting Salary

USD $62,000.00/Yr.


35 hours per week
Monday to Friday, 10-5

Union / Non Union

Non Union


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