Research and Materials Data Migration/Information Architecture Co-op Spring 2025

Position Summary

Applicants for this position will design a new electronic document library in Microsoft SharePoint for MassDOT’s Research and Materials Section (RMS) and create a data migration plan to transition active files to the new library. The successful candidate will learn about all aspects of RMS’ work to ensure the information architecture designed meets the needs of users, provides a good user experience, and supports growth into the future. The key deliverables of the project are a data migration plan that RMS may use to implement the transfer of files to Microsoft SharePoint, and a governance plan to guide administration and future growth.

Duties and Responsibilities

In coordination with the LIMMS Program Coordinator, the Data Migration Co-op will:

• Evaluate current Research and Materials Section shared network folder structure.
• Interview subject matter experts to determine active vs inactive files and new document libraries needed.
• Identify inactive files/folders to be archived.
• Using information gathered, recommend an architecture and organization of information for shared active files in Microsoft SharePoint to ensure it is easily accessible, understandable, and usable for users.
• Using information gathered, recommend Teams channels to be created to facilitate ease of access to Microsoft SharePoint.
• Develop a written plan to transition active and archive files to Microsoft SharePoint.
• Develop wireframes that illustrate the design, organization and layout of the recommended architecture.
• Develop taxonomies and metadata structures to help users find and navigate content.
• Develop standard operating procedure(s) for the management of information architecture in Teams and Microsoft SharePoint (aka a governance plan).
• Develop training guides for accessing and managing files and folders in Teams and Microsoft SharePoint, utilizing metadata for searching, and other topics as needed.
• Identify areas for process improvement, use of AI to enhance documentation, or other topics that could support this effort.

Preferred Qualifications

• Knowledge of SharePoint document libraries. Knowledge of SharePoint administration a plus.
• Knowledge of Microsoft Teams.
• Knowledge of UX, taxonomy, metadata structure, and information architecture design principles.
• Ability to self-motivate, schedule, and work independently managing time and resources.
• Ability to gather and analyze feedback from customers or users.
• Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
• Ability to adjust to varying or changing situations to meet emergency or changing program requirements.
• Ability to maintain accurate records.
• Ability to understand business rules and workflows.
• Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
• Ability to work collegially in a dynamic team environment.
• Ability to lead project initiatives with cross-functional teams. Ability to gather information by examining records and documents and by questioning individuals.
• Ability to determine proper format and procedure for assembling items of information. 

About MassDOT

The 4,000+ employees of Massachusetts Department of Transportation (MassDOT) takes great pride in connecting the Commonwealth’s residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT’s inclusive culture and career opportunities can be found at mass.gov/massdot-careers.

MassDOT