Records And Information Management Intern (Graduate Students)

The Records and Information Management Intern will assist Records and Information Management (RIM) staff on a variety of critical RIM projects. RIM is part of the Document Management (DM) group within the Office of Quality, Compliance, and Oversight Department. The RIM Intern will contribute to DM’s overarching objective to implement systems and standards that enhance quality of information, guaranteeing its integrity and accessibility for the entire lifecycle through the application of document control, records and information management, and archival best practices. This internship provides a unique opportunity to gain hands-on experience in records and information management while supporting one of the largest transit systems in the nation.

As a RIM Intern, you will assist the team with organizing, maintaining, and improving records management processes. You will gain experience in managing the records lifecycle, enhancing compliance practices, understanding the Massachusetts Statewide Records Retention Schedule; and support efforts to streamline workflows. This role involves collaborating with a variety of MBTA departments to ensure that records and data are efficiently captured, stored, and retrieved in alignment with regulatory and organizational requirements.

The most qualified (or ideal) candidates would already possess a bachelor’s degree in library / information science or archives, at least one (1) year of experience working responsibly with sensitive items, systems, or data, and above average skills in Microsoft Office. We are looking to hire one (1) intern, who will work between 20 – 40 hours per week, with at least two (2) days in-office for six (6) months.

Principal Duties and Responsibilities 

• Assist in implementation of records management policies, procedures, and best practices. 
• Create records inventories and review those submitted by originating office stakeholders to ensure accuracy, completeness, and compliance with retention schedules. 
• Support classification of physical and electronic records. 
• Collaborate with teams across the MBTA to gather, organize, and maintain essential documentation. 
• Participate in special projects focused on improving information governance and records management systems. 
• Help prepare training materials and resources to promote records management awareness.
• Participate in team / staff meetings, organization events, fieldwork, project teams, or other duties as needed.
• Additional responsibilities may include focusing on one or more departments or locations. See applicable addendum or hiring manager for department or location specific functions. 
• Perform all other duties and projects that may be assigned.

* The statements contained in this job description are intended to describe the general nature and complexity of the work being performed by staff assigned to this job and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position. The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions.

Minimum Education 

• Enrolled / matriculated, for entire duration of employment, in the graduate / Master’s degree program of an accredited college / university in the Library and Information Science, Records Management, and / or Archives fields.
  • This position is for graduate students who already possess a bachelor’s degree from an accredited institution.

Minimum Experience and Required Skills

• Interest in public service, government archives, or public transportation and how it operates. 
• At least one year of experience working responsibly with sensitive items, systems, or data. 
• Desire to learn about or deepen experience within document control and greater document management activities in a transit authority. 
• Above average proficiency in Microsoft Office (e.g. Excel and Word).
• Above average ability to communicate effectively in English, both in written and oral forms. 
• Above average ability to work independently and juggle multiple priorities. 
• Highly organized, motivated, and have great attention-to-detail.
• Ability to independently commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Authorized to work in the United States (international students in CPT, STEM, or OPT programs through a university are eligible to apply). The MBTA does not provide visa sponsorship, such as H1-B status.

* The above statements are intended to describe the general nature and complexity of the work being performed by staff assigned to this job and do not represent an exhaustive list of all duties, tasks, and responsibilities required.