Archivist: Job description

Archivists acquire, manage and maintain documents and other materials that have historical importance for individuals, organisations and nations. They have an important role in the information society as guardians of the memories and records that shape the identity of various groups and societies.

Archives are held by all sorts of organisations, including local and national government, businesses, academic institutions, museums, charities, professional organisations and hospitals, as well as by individuals and families. They may include books, papers, maps, photographs, prints, films and computer-generated records.

A large part of an archivist's work is related to making information accessible to users, increasingly in digital format. Users include researchers, academics, other professional staff and the general public.

Typical work activities

Work activities vary according to individual responsibilities and type of organisation. Many archivists are responsible for other related areas of work, such as records management and archive conservation, although the latter normally requires specialist technical training.

The roles of archivist and records manager overlap and are combined in some organisations, especially smaller businesses. Increasingly, records are stored and retrieved digitally.

Tasks typically involve:

• evaluating records for preservation and retention - some may be fragile and need careful handling, repair or conservation;
• arranging the acquisition and retrieval of records;
• liaising with donors and depositors of archives, both internal and external to the organisation;
• preparing record-keeping systems and procedures for archival research and for the retention or destruction of records;
• cataloguing collections and managing information and records;
• responding to personal, telephone, email and written enquiries from members of the public and other users;
• advising users on how best to access, use and interpret archives, often through internal training courses;
• facilitating remote access by maintaining user-friendly, computer-aided search systems;
• arranging exhibitions, talks and visits;
• producing teaching materials;
• facilitating training sessions on archival procedures;
• bidding for funds and managing section budgets;
• identifying ways of protecting and preserving collections;
• managing and supervising junior staff;
• advising on the ongoing organisation and storage of material in order to encourage organisations to plan for the future.