Archivist Job Description: Top Duties and Qualifications

An Archivist, or Conservator, assembles, preserves, catalogues and manages historical information, images and other collections to determine their significance and value. Their main duties include deciding which historical items should be kept for public viewing, creating descriptions and organization guidelines for each collection piece and updating and maintaining an archival database.

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Archivist Duties and Responsibilities

Depending on the position and their specialization, Archivists usually perform many of the following duties:

  • Analyze materials such as maps, films, documents and paintings, checking their authenticity, physical condition and historical content. By analyzing materials an Archivist is able to spot defects and determine if the material can be included in collections.
  • Preserve collections correctly. Archivists are knowledgeable regarding storing and conservation techniques from various time periods. Certain material needs specific environmental conditions, so Archivists monitor the storage space and security to protect the materials. 
  • Archivists design and maintain organizational systems, keeping track of archived material. Most archived materials are stored on databases for easy usage and efficiency. Thus, the Archivist will prepare indexes, meta-tags and material descriptions and, where possible, convert material into digital format.
  • Archivists make material available to the public through scans and copies. Generally, they’ll help persons who want to access the archives to retrieve information or do research. 
  • Archivists encourage the public to visit the archives through presentations, lectures, workshops, displays, exhibits or tours.

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Archivist Job Description Examples

 

Example 1

Position Overview
The Archivist is charged with developing, implementing, maintaining, and growing systems to collect, preserve, and share analog and digital collections.
Working closely under the direction of the Associate Director, Archive and Collections, the Archivist preserves and creates access to the history of the organization as well as supported artists and work, while also providing thoughtful and timely responses to inquiries regarding Sundance Institute’s Archives and Collection. This includes collaborating with Marketing and Communications, supporting their work to promote the vision of the Sundance Institute and its programs.
This full-time position is based out of our Park City, UT office with regular hours in our Salt Lake City based archives, and regular opportunities for remote work.Extended hours, including evenings and weekends, will be required at key points throughout the year. This role may be required to travel to other Institute offices and events on occasion.
Top priorities include but are not limited to…

  • Overseeing processes related to the collection, appraisal, arrangement, and description of analog and digital assets.

  • Managing and performing preservation tasks and the processing of analog and digital collections.

  • Managing, monitoring, and auditing systems and processes to ensure accurate collection of incoming archival materials.

  • Conducting outreach to artists and other partners to grow the collection and assess targeted films for preservation and restoration.

  • Serving as primary lead on research, identifying needs, and pulling assets for large-scale content/creative projects and data inquiries.

  • Researching collections to curate, write, and publish archival content for our website, photo galleries, social media, presentations, exhibits, press and marketing materials, and community outreach.

  • Overseeing the monitoring of archives and collections email addresses to fulfill requests for assets and information, field inquiries, and process standard deposit and licensing agreements.

  • Supervising the day-to-day work of archives assistants, volunteers, and seasonal employees to ensure requests are fulfilled and archival assets, including digital photos and videos, are properly processed.

  • Reinforcing asset standards for file formats, usage restrictions, crediting, tagging, and metadata.

  • Developing and implementing digitization plans to ensure access to vital Institute history.

  • Collaborating with the Associate Director to create new initiatives, assess collection policies, and improve processes for the department.

  • Serving as the administrator of the Institute’s digital asset management (DAM) system, updating relevant training material, and coordinating training sessions with employees when needed.

  • Developing DAM workflows and functionality in collaboration with seasonal employees, vendors, and internal stakeholders.

  • Overseeing the maintenance and growth of the Archives and Collection database to track the Institute's history and analog collections.

  • Assessing asset collection systems and processes to identify and recommend improvements based on the changing needs of the Institute.

  • Collaborating with the Technology Services Department to monitor, maintain, and assess storage needs, access, and the backup of systems, databases, and collections.

    You have the following direct or transferable skill sets:

  • Legal authorization to work in the United States.

  • 3 years of archival experience.

  • Knowledge of archival theory and practice, as well as current metadata and descriptive standards.

  • Ability to properly manage time, multitask, carry out long-term projects, and work independently.

  • Outstanding written, verbal, and interpersonal communication skills.

  • Ability to curate creative content for digital platforms and an understanding of digital and social media.

  • Excellent research skills, attention to detail, and accuracy.

  • Prior knowledge of Filemaker Pro, Adobe Creative Suite, and Google Applications, and proficiency in both MAC and Windows platforms preferred.

  • Experience using archival databases and digital asset management systems.

  • Familiarity with JavaScript and parsing out data.

  • Working knowledge of film, audio, and video formats, media processing technology batching tools, and content storage computer systems, including local, networks, and cloud storage preferred.

  • Interest in film history a plus.

  • Comfortability speaking in front of an audience preferred.

    You will be successful in this role if you...

  • Proactively develop, build, and improve processes to collect and share our collections.

  • Collaborate across teams/departments and promote work internally.

  • Keep informed of new developments and best practices in the field.

  • Support, mentor, and help develop our junior employees.

    In addition to an annual salary of $54,000.00, this position comes with awesome benefits & perks, including:

  • 25 paid holidays
  • Health, vision, and dental insurance
  • Paid sick, family, and medical leave
  • 401(k) with automatic 3% employer contribution after one year of employment
  • Sundance Film Festival passes and benefits (varies each year)

    Job Type: $54,000.00 per year
    • Show less 
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    Example 2

    Archivist--Manuscript Processing

    The Winthrop Group has an immediate opening for a full-time Processing Archivist to arrange and describe a large volume of manuscript materials as part of a team. This salaried, contract position is located in New Haven, Connecticut and will conclude September 30, 2023.

    Key Responsibilities
  • Processes archival materials in accordance with institution’s processing guidelines and procedures
  • Applies the principles of baseline processing
  • Collaborates with team members and on-site staff
  • Uses ArchivesSpace software platform to create online finding aids
  • Uses Voyager cataloging module to create original collection-level MARC catalog records
  • Plays an active role in arrangement, description, and preservation of collections
  • Ensures long-term preservation of, and access to, archival materials by implementing best practices in organization, rehousing, and accurate and efficient capture of data and information for finding aids

    Required Qualifications
  • Master’s degree from an ALA-accredited library school or equivalent accredited degree with formal training in archival theory and practice
  • Minimum of 2-3 years professional experience
  • Demonstrated knowledge of current national data content and structure standards related to the archival control of collection materials
  • Demonstrated knowledge of archival and library management systems
  • Demonstrated job or school experience with basic preservation and conservation standards for archival and manuscript collections
  • Demonstrated excellent oral, written, and interpersonal communications and analytical ability
  • Experience working collaboratively and independently with varied groups within a complex organization and rapidly changing, team environment
  • Commitment to working as a team member, to problem-solving, and accuracy
  • Demonstrated proficiency in use of ArchivesSpace Content Management System, Voyager Cataloging module, and/or Microsoft Excel

    Preferred Qualifications
  • Good reading ability in modern Italian language, strongly preferred
  • Broad knowledge in the humanities, as demonstrated through academic degrees or an equivalent combination of training or experience
  • Graduate-level training in American or European history or literature

    Compensation

    Annual salary: $58,000 with strong benefits package. All Winthrop full-time employees receive paid time off and annual funds for professional development.

    Work Environment

    Winthrop archivists must provide proof of full COVID-19 vaccination and abide by all client policies and public health guidelines relating to the pandemic.

    Contact Information

    To apply, please send a resume, cover letter, and three references.

    Job Type: Full-time

    Pay: $58,000.00 per year

    Benefits:
  • Dental insurance
  • Health insurance
  • Paid time off
  • Professional development assistance
  • Vision insurance
    Schedule:
  • 8 hour shift
  • Monday to Friday

    Ability to commute/relocate:
  • New Haven, CT 06510: Reliably commute or planning to relocate before starting work (Preferred)

    Experience:
  • Archival processing: 2 years Location: One location
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    What Does an Archivist Do?

    Archivists organize, research and review different historical records to decide how significant or valuable they are to history. They often work with an abundance of document types like maps, manuscripts and photographs. Archivists may also work with digital files like websites, sound recordings and films to determine their historical relevance. They typically provide these items to museums with descriptions of the artifact or document and guidelines for preserving and displaying it in their establishment. 

    Some Archivists find ways to teach the communities about the historical documents or artifacts they discover by instructing sessions, showcasing their items at exhibits or presenting on certain documents or artifacts for community outreach programs.

    Archivist Skills and Qualifications

    Necessary skills to be a great Archivist include the following:

    • Analytical skills: An Archivist decides which material should be preserved, thus, they need to be able to determine the importance, origin and history of the material they work with.
    • Computer skills: An Archivist needs to access databases and other electronic management tools, so computer skills are vital. 
    • Good communication: Archivists interact with the public, helping them retrieve information or providing lectures and presentations, being able to communicate well is important. 
    • Organizational ability: Archivists need to store documents and records in a way that’s easily retrievable, developing logical systems for both themselves and the public to use. 
    • Technical skills: Much historical material needs to be analyzed and preserved, this means using the right chemicals and techniques according to the type of material such as a painting, documents, pottery or fabrics. 

    Archivist Salary Expectations

    The average Archivist salary in the U.S. is $50,395 per year. This salary estimate is based on 219 salaries submitted to Indeed by employees, users or collected from job advertisements over the past 36 months and is for an Archivist with less than one year of job experience.

    Archivist Education and Training Requirements

    Archivists need a bachelor’s degree in law, library science, history, archival science or a related field, followed by a graduate diploma or degree. Certain colleges or universities may require a Ph.D.

    For a voluntary certification from the Academy of Certified Archivists, a candidate needs a master’s degree and at least one year of experience. Certification makes a person more marketable. 

    Archivist Experience Requirements

    Employers usually look for candidates with 1+ years of experience. Experience as an Archivist can be gained by working part-time, as an intern or even by volunteering as an assistant or researcher while studying. Good experience in collection management, exhibit design, research or restoration may be necessary to qualify for a position. 

    Job Description Samples for Similar Positions

    Although this is a great Archivist sample job description, you may be looking for something else, such as:

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    Frequently asked questions about Archivists

    What makes a good Archivist?

    An effective Archivist must be passionate about history and the preservation of documents and artifacts. They should dedicate their time to studying about different historical events that previously took place, so they can accurately determine the condition, origin and significance of various artifacts. Archivists should also have great organizational abilities to develop logical systems to effectively store and present objects to the public. 

    They’re regularly using computers to access databases and conduct research, so they should have experience working with computers and database software.

     

    Who reports to an Archivist?

    If Archivists have many documents to organize and process, they may hire an Archives Assistant to work alongside them and complete smaller, day-to-day tasks. Archives Assistants collect historical documentation and convert them to digital files, so the Archivist can permanently store and reference these files when needed. 

    They also store the rare and historically significant materials in safe and protected areas to prevent them from any damage or harm. Archives Assistants often maintain records and log books to document when any visitors access the archival inventory. 

     

    What's the difference between an Archivist and a Curator?

    Archivists preserve and submit historically significant artifacts and documents to a museum’s Curator. The Archivist provides the Curator with any instructions for taking care of and displaying the item. The Curator is then in charge of storing, cleaning and displaying the objects. They often work with the Archivist to negotiate and purchase the historical documents from them to add to their museum’s exhibits.

    Curators often conduct research on current items to help them find additional related records, documents or artifacts that support and strengthen their current exhibit. They may ask the Archivist for additional assistance with research and historical information. If an Archivist works for a museum, they may report directly to the Curator for instructions on which artifacts or documents to locate for certain exhibits. 

     

    What are the different types of Archivists?

    There are a wide variety of Archivists who appraise different records and documents. Some may work with an abundance of document types while others may specialize in one type of media. Photo Archivists are responsible for archiving and organizing older photos. They’re often in charge of large amounts of photos and must conduct extensive research to learn which time period the photo came from based on its color, shape, tint and other appearances. 

    Government Archivists work for government entities studying primarily government documents to determine the historical significance of government documents kept on file. Some Archivists work in history museums and specialize in a specific time period. They often only collect, analyze and research items from a certain time in history and find objects to display for an exhibit featuring a significant historical event.

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