An archivist is a professional responsible for managing, organizing, and preserving documents and records. These may include historical and cultural materials, government documents, photographs, audiovisual materials, and other collections. The archivist’s primary goal is to ensure that the materials under their care are accessible to researchers and the public for future generations.

Overview of Archivist Job Description

Archivists work in a variety of settings, including museums, libraries, universities, government agencies, and other cultural institutions. Their job duties typically include:

Acquiring, accessioning, and appraising records and artifacts.
Organizing and describing collections using standard archival principles and methods.
Managing and preserving collections, including proper storage, handling, and conservation techniques.
Providing access to collections through reference services, outreach and public programming, and digitization efforts.
Collaborating with other staff, donors, and researchers to promote the use and understanding of the collections.
Staying current with industry trends, best practices, and emerging technologies in the field of archives and records management.

Archivists also need to have strong research, communication, and critical thinking skills, as well as a deep knowledge of archival theory and practice. They may specialize in particular areas, such as digital archives, oral history collections, or corporate records.

In addition, archivist jobs may require a master’s degree in library science, archives administration, or a related field, as well as prior experience working in archives or records management. Career advancement opportunities for archivists may include supervisory positions, positions in larger institutions with more specialized collections, or opportunities to work with digital and multimedia materials.

Archivist Job Description

A. Defining the role of an archivist

An archivist is responsible for preserving and managing unique collections of historical documents and artifacts. They are often employed by museums, libraries, government agencies, and historical societies. Their work involves organizing, cataloging, and making these collections accessible to researchers and the general public.

B. Responsibility of an archivist

The responsibilities of an archivist can vary depending on their employer and the type of collection they are working with. Some typical duties include:

Developing and implementing policies and procedures for the management of collections
Acquiring new materials and organizing them into existing collections
Preserving materials using conservation techniques
Providing reference services to researchers and the public
Working with donors and other stakeholders to build relationships and secure funding
Collaborating with other institutions to share resources and expertise

C. Types of Archivists

There are many different types of archivists, each with their own area of expertise. Here are a few examples:

Manuscript archivists work with unpublished documents such as letters, diaries, and personal papers.
Digital archivists manage electronic records, including websites, databases, and social media.
Photograph archivists work with visual collections, including prints, negatives, and digital images.
Oral history archivists record and manage interviews with individuals about their experiences and perspectives.

D. Qualifications for Archivists

Most archivist positions require a master’s degree in library science, archival studies, or a related field. In addition, specific job requirements may include:

Knowledge of archival principles, procedures, and standards
Familiarity with metadata, cataloging, and database management
Experience in preservation and conservation techniques
Strong written and verbal communication skills
Ability to work independently and as part of a team
Knowledge of relevant laws and regulations related to archives and records management

Archivists play a critical role in preserving and making accessible our collective history and culture. As the custodians of our shared treasures, they must have the skills, knowledge, and passion to ensure that these materials are available for future generations to learn from and enjoy.

Skills Required for Archivists

Archivists are responsible for compiling and managing the records and artifacts of individuals, organizations, and governments. This requires a unique combination of skills, including critical thinking, attention to detail, organizational skills, and communication skills.

A. Critical Thinking

Critical thinking is a key skill required for archivists. Archivists must be able to analyze and evaluate the content of records and documents to ensure their accuracy and authenticity. They must also be able to analyze the context in which the records were produced, and the impact they may have on the present and future. Archivists must be able to identify and manage gaps in the record, and make decisions about what materials to preserve and what materials can be discarded.

B. Attention to Detail

Attention to detail is essential for archivists. Archivists are responsible for preserving materials that may be centuries old, and that may be fragile and delicate. They must be able to identify and manage risks that could lead to the degradation or loss of materials, including pests, humidity, and light. Archivists must also be able to carefully evaluate and document the condition of materials, and make decisions about the best methods for their preservation and access.

C. Organizational Skills

Archivists must be highly organized individuals. They are responsible for maintaining vast collections of materials, and must be able to manage them in a way that is both efficient and effective. Archivists must be able to design and implement systems to catalog and classify materials, to develop policies for access and use, and to manage budgets and resources. They must also be able to work collaboratively with other archivists and professionals, and to communicate their ideas and decisions effectively.

D. Communication Skills

Communication skills are also essential for archivists. Archivists must be able to communicate effectively with a wide variety of audiences, including researchers, students, and the general public. They must be able to develop programs and materials that make the collections accessible and engaging, and to educate others about the value and significance of archival materials. Archivists must also be able to work collaboratively with other professionals, and to advocate for the preservation and protection of materials that may be at risk.

Archivists require a unique combination of skills to succeed in their field. They must be critical thinkers, with the ability to evaluate and manage complex information. They must be highly organized individuals, with the ability to manage large and complex collections of materials. They must have strong communications skills, with the ability to engage a variety of audiences and to collaborate with other professionals. Finally, they must have a deep appreciation for the value of the historical record, and a commitment to preserving it for future generations.

Essential Tools for Archivists

As an archivist, you will need to have a variety of essential tools to perform your job efficiently and effectively. Here are three categories of tools you will need to have:

A. Cataloging Tools

Cataloging tools are essential for archivists who need to keep extensive records and manage large collections. These tools help archivists track the unique items within their collections and store detailed information on each item. Without cataloging tools, archivists would find it impossible to keep track of information on thousands or perhaps millions of items.

Some of the most essential cataloging tools include:

Collection management software
Database software
Metadata schema
Data entry tools

With these tools, archivists can manage items within their collections, track any changes to those items, and ensure that everything is organized and easy to search.

B. Archival Materials

Archival materials are essential for any archivist, as they are the core of what you will be managing. These materials vary widely depending on the type of organization you work for, but they often include:

Manuscripts
Artifacts
Books
Records
Sanborn Maps
Photographs
Film

All of these items require special care and attention to keep them in good condition, and archivists must have the appropriate tools and equipment to preserve these items safely.

C. Preservation Tools

Preservation tools are necessary for any archivist tasked with maintaining collections over long periods. Some of the indispensable tools used by archivists to ensure that materials remain usable and accessible for years include:

Humidity and temperature-controlled archival storage
Acid-free boxes, folders, and envelopes
Mylar encapsulation
De-acidification sprays
Conservation tape

These tools allow archivists to protect materials from both environmental and human factors, such as acidic pollution or fingerprints. Proper preservation ensures that the collection is preserved in full form for future generations.

As an archivist, you need a variety of tools to perform your work efficiently and effectively. These include cataloging tools, archival materials, and preservation tools. With these tools, you can manage extensive records, ensure that archival materials are appropriately protected, and preserve your collections for future generations.

Career Path for Archivists

Archivists play an important role in preserving historical records and documents. The career path for archivists typically consists of entry-level positions, followed by mid-level positions, and then senior-level positions.

A. Entry-level Positions

Individuals who are just starting their career in archiving can apply for entry-level positions like archival assistants or processing archivists. Archival assistants typically carry out basic duties like arranging, re-housing, and labeling collection materials. Processing archivists further process and organize materials for long-term preservation and access.

Entry-level positions require a Bachelor’s degree in Library Science, History, or a related field. Job seekers with experience in managing digital media and familiarity with metadata and cataloging standards may increase their chances of being hired.

B. Middle-Level Positions

After gaining a few years of experience, archivists can move up to mid-level positions like Archival Specialists or Digital Archivists. These roles require more responsibility and often include managing an archival program or department, which may involve supervising employees, developing policies and procedures, liaising with other departments, and negotiating acquisition of new materials.

To be eligible for mid-level positions, professionals may need a Master’s degree in archives and records management, history or library science, plus 3-5 years of relevant work experience.

C. Senior-Level Positions

Senior-Level professionals are responsible for overseeing larger, more complex archival programs, often serving in director or administrative positions that require strategic planning and fundraising.

These positions typically require a minimum of 7-10 years of experience in progressively responsible roles and often involve higher education degrees such as a Ph.D. in History, a Master’s Degree in Business Administration, or another relevant field.

D. Salary Expectations

According to the Bureau of Labor Statistics, the median annual wage for archivists, curators, and conservators was $49,820 in May 2020. The lowest 10 percent earned less than $29,710, and the highest 10 percent earned more than $89,840.

Salaries can vary depending on the type of employing institution, geographic location, size of organization, and level of responsibility. Senior-level positions are usually accompanied by higher salaries compared to the entry-level positions.

Archivists are in demand across different organizations today. They are instrumental in making valuable records and documents available and accessible for research and preservation. Archivists can grow in their career by starting with entry-level positions and progressing through various levels of experience and responsibility. Pursuing a master’s degree in archives and records management, history or library science could also increase their eligibility for mid-level and senior-level positions. Salaries in the archiving industry are usually competitive and based on the level of the job and experience you have.

Job Opportunities for Archivists

As an archivist, there are various job opportunities available for you. This section of the article will discuss the top five industries that regularly employ archivists. These industries are as follows:

A. Government Agencies B. Educational Institutions C. Museums, Libraries and Other Cultural Organizations D. Corporations and Private Institutions E. Non-Profit Organizations

A. Government Agencies

Government agencies (both federal and state) regularly employ archivists to keep records, maintain historical documents, and oversee records management protocols. These positions are essential as they help to preserve government records, which are necessary for transparency, historical research, and accountability. Most government archivists require a master’s degree in library science, archives, records management or a related field, along with experience working in an archive or records management setting.

B. Educational Institutions

Educational institutions, such as universities, colleges, and schools, also employ archivists to maintain their records and collections. Archivists in educational institutions often perform duties such as preserving historical records, managing collections related to the school, and providing research assistance to Historians and students. Most educational institutions require that archivists hold a master’s degree in archives and records management or a related field, along with experience working in an archive or records management setting.

C. Museums, Libraries, and Other Cultural Organizations

Museums, libraries, and other cultural organizations regularly employ archivists to manage their collections, oversee records management protocols, and provide research assistance. Archivists in these organizations work to preserve items of historical, cultural, or personal significance, such as art pieces, manuscripts, photographs, and other historical documents. Most Cultural organizations require that archivists hold a master’s degree in library science, archives, records management or a related field, along with experience working in an archive or records management setting.

D. Corporations and Private Institutions

In the business world, corporations and private institutions often require archivists to manage and maintain their historical records. Archivists in these contexts typically manage the company’s historical records, oversee records management protocols, and provide research assistance. Most private institutions and corporations require that archivists hold a master’s degree in archives and records management or a related field, along with experience working in an archive or records management setting.

E. Non-Profit Organizations

Non-profit organizations also employ archivists to manage their records, maintain historical documents, and oversee records management protocols. Archivists in non-profits work to preserve items of historical or cultural significance, such as manuscripts, photos and other relics. Working in a non-profit setting provides the opportunity for archivists to use their acquired skills in preservation and research to benefit the wider community.

Archivists have many opportunities for employment across various sectors.

Challenges Faced by Archivists

Archivists play a critical role in preserving and providing access to historical records and artifacts. However, they face several challenges that require their expertise, experience, and technical skills to overcome. This section of the article will discuss three significant challenges confronted by archivists:

A. Budget Constraints

One of the most pressing challenges that archivists face is budget constraints. Funding for archives is often limited, making it difficult to acquire the resources necessary to preserve and maintain historical records. Archivists must prioritize their efforts to allocate resources effectively, which means making difficult decisions about what records to preserve, how to preserve them, and how to make them accessible to the public.

To overcome budget constraints, archivists must be creative in finding alternative sources of funding. This may involve seeking grants, partnerships, and collaborations with other organizations that share their mission. Moreover, they must demonstrate the value of archival services and their contribution to society and culture. By doing so, they can secure the support needed to continue their important work.

B. Digitization of Records

Another key challenge facing archivists is the digitization of records. As technology advances, more and more information is being digitally produced, stored, and disseminated. Archivists must keep pace with these changes to ensure that historical records continue to be accessible to the public.

Digitization has several benefits, including increased accessibility, preservation, and dissemination of information. However, it also poses challenges, such as the need to ensure that the digitized records are accurate, complete, and protected from data loss or corruption. Archivists must be familiar with the latest technological tools and standards for digitization, metadata creation, and web-based access to information.

C. Preservation of Physical Records

Despite the shift towards digital records, physical records continue to be a critical part of historical archives. Preserving physical records presents several challenges, such as preventing natural decay, protecting them from disasters, and ensuring that they remain accessible to future generations.

To preserve physical records, archivists must employ sound preservation techniques, such as proper storage, handling, and environmental control. They must also identify and prioritize items that are at the highest risk of deterioration and implement conservation measures to extend their lifespan.

Archivists play a crucial role in preserving and providing access to historical records for future generations. However, they face several challenges, including budget constraints, digitization of records, and preservation of physical records. Overcoming these challenges requires a combination of technical expertise, creative solutions, and a dedication to preserving the historical legacy of our society and culture.

Future Prospects of Archiving

As technology and automation advance, the role of archivists is likely to change significantly. Here are some future prospects that archivists may encounter:

A. Introduction of Automated Systems

Archivists must be prepared for the possibility that some of their tasks are automated in the future. For example, digitization of records and use of machine learning algorithms to automatically categorize and manage records may reduce some of the manual effort in archival work. However, there will still be a need for human experts to oversee the automated systems and ensure that they are functioning correctly.

B. Digital Archiving

With the increasing prevalence of digital records, archivists must be proficient in managing and preserving digital materials. They should understand digital file formats, storage methods, and backup strategies to ensure the long-term preservation of digital records.

Additionally, archivists should be aware of how to balance access to digital records with privacy concerns, given the potential for sensitive information to be easily accessible online. They must also be familiar with copyright laws and licensing agreements related to digital files.

C. Collaboration with Other Specialties

Archivists have the potential to work alongside professionals in other fields to expand their skillsets and adapt to changing technologies. For example, collaborating with IT specialists can help archivists to design and implement digital archiving systems. Collaboration with historians, genealogists, or other scholars can help archivists to gain a deeper understanding of the historical context of records and their significance.

Moreover, as archives become more interactive and demand for historical data increases, collaboration with web developers or graphic designers may help archivists create engaging online exhibitions and multimedia projects that can attract new audiences.

Archivists must stay up-to-date with technological advances and be open to working with professionals in other fields. Collaboration with teams outside of the archives profession can present new opportunities for the preservation of cultural heritage materials, and open up new directions for the field.