Archivists

Career summary

Archivists store information for preservation and future use. Archival records and papers are sometimes used for evidence in investigations. More often, archival records are used to preserve social and cultural memory.

Archival records and papers are recorded information that is usually many years old. The information may be recorded on paper, video, or electronically.

Archivists organize records and documents for easy access. They follow preservation techniques to keep the documents in good condition so they may be stored for hundreds of years. Archivists also transfer information from one medium to another. For example, archivists may transfer written information into a digital form. Archivists must be knowledgeable about copyright laws.

Archivists help people find and use archival documents. They teach people how to use databases and catalogs. Archivists direct people to the documents they need. They also teach people how to care for and organize their own documents.

Archivists study history so they will know which documents to save. Some archivists focus on a specific era. They keep informed on new ways to preserve data. They also look for new sources of archival materials that may have been previously overlooked.

Archivists work wherever it is important to keep records of people or organizations. They may work for:

• Governments
• Hospitals
• Museums
• Historical societies

Related careers

This career is part of the Education and Training cluster of careers.

Related careers include:

• Archeologists
• Biologists
• Curators
• Historians
• Law Clerks
• Librarians
• Library Technical Assistants
• Museum Technicians and Conservators
• Professional Organizers
• Social Science Research Assistants

Job duties

Task list

The following list of tasks is specific to archivists.

• Organize, describe, and make lists of documents so people can find them easily.
• Preserve documents by transferring information to film, disk, or other formats as needed.
• Create databases and store archival information online.
• Help people find documents. Provide reference services.
• Write guidelines on public access and use of materials. Make sure guidelines are followed.
• Study specific areas of history and technology that pertain to their collections.
• Supervise workers who help maintain archive collections.
• Study and write about the history of archival materials.
• Find, buy, and display new documents.
• Look for document forgeries. Determine value of historical documents and archival materials.
• Stay informed of current technologies and trends by reading journals and attending conferences.
• Teach people about archive collections using displays, presentations, and classes.

Common work activities

Archivists perform the following tasks. These tasks are common to many careers.

• Get information needed to do the job
• Document and record information
• Use computers
• Communicate with people outside the organization
• Communicate with supervisors, peers, or subordinates
• Identify objects, actions, and events
• Establish and maintain relationships
• Perform for or work with the public
• Update and use job-related knowledge
• Organize, plan, and prioritize work
• Make decisions and solve problems
• Explain the meaning of information to others
• Process information
• Evaluate information against standards
• Develop goals and strategies
• Handle and move objects
• Perform administrative tasks
• Guide, direct, and motivate others
• Coordinate the work and activities of others
• Teach others
• Judge the value of objects, services, or people
• Provide advice and consultation to others
• Schedule work and activities
• Analyze data or information
• Monitor events, materials, and surroundings
• Think creatively
• Develop and build teams
• Monitor and control resources
• Coach others

Work requirements

Working conditions

In a typical work setting, archivists:

Interpersonal relationships

• Have a high level of social interaction.
• Are somewhat responsible for the work outcomes and activities of other workers.
• Communicate daily by phone, e-mail, and in person. They also write letters and memos, but less often.
• May work as a part of a team.

Physical work conditions

• Always work indoors.
• Occasionally are exposed to contaminants like dust.
• Sometimes work in shared office spaces.

Work performance

• Must be accurate in what they do.
• Repeat the same physical and mental activities daily.
• Usually make decisions or set daily tasks and goals without consulting a supervisor first.

Hours/travel

• Work a regular work schedule.
• Typically work 40 hours per week.

Physical demands

Archivists frequently:

• Sit for long periods of time.

It is important for archivists to be able to:

• See details of objects that are less than a few feet away.
• Understand the speech of another person.
• Speak clearly so listeners can understand.
• See details of objects that are more than a few feet away.

It is not as important, but still necessary, for archivists to be able to:

• See differences between colors, shades, and brightness.
• Use fingers to grasp, move, or assemble very small objects.
• Use muscles to lift, push, pull, or carry heavy objects.
• Use stomach and lower back muscles to support the body for long periods without getting tired.
• Bend, stretch, twist, or reach out.
• Determine the distance between objects.
• Hear sounds and recognize the difference between them.
• Focus on one source of sound and ignore others.
• Hold the arm and hand in one position or hold the hand steady while moving the arm.
• Use one or two hands to grasp, move, or assemble objects.

Skills and abilities

Archivists need to:

Communicate

• Understand written information.
• Read and understand work-related materials.
• Write clearly so other people can understand.
• Listen to others and ask questions.
• Understand spoken information.
• Speak clearly so listeners can understand.

Reason and problem solve

• Follow guidelines to arrange objects or actions in a certain order.
• Develop rules that group items in various ways.
• Use reasoning to discover answers to problems.
• Combine several pieces of information and draw conclusions.
• Analyze ideas and use logic to determine their strengths and weaknesses.
• Recognize the nature of a problem.
• Understand new information or materials by studying and working with them.
• Judge the costs and benefits of a possible action.
• Notice when something is wrong or is likely to go wrong.
• Concentrate and not be distracted while performing a task.

Manage oneself, people, time, and things

• Manage the time of self and others.
• Check how well one is learning or doing something.

Work with people

• Look for ways to help people.
• Change behavior in relation to others' actions.
• Teach others how to do something.

Education and training

Educational programs

The programs of study listed below will help you prepare for the occupation or career cluster you are exploring.

Programs of study directly related to this occupation

• Art History
• Historic Preservation
• Library Science
• Museum Studies
• Public History

Other programs of study to consider

• History

Training

To work as an archivist, you typically need to:

• have a high school diploma or equivalent;
• have a bachelor's degree; and
• have a master's degree in a related field.

Education after high school

Archivists typically need a master's degree in history, library science, political science, or public administration. A few universities offer programs in archival science. You should also take courses in preservation management and computer applications.

Work experience

You can gain work experience as an archivist by volunteering or working as an intern. Volunteer opportunities can be found at local museums, genealogical societies, and historical societies. University libraries and museums may offer entry-level jobs where you can get experience.

On-the-job training

Archivists often receive training on the job. The length of training varies by employer and your background. In general, you receive up to six months of training.

Helpful high school courses

In high school, take classes that prepare you for college. A college preparatory curriculum  may be different from your state's graduation requirements .

You should also consider taking some advanced courses in high school. This includes Advanced Placement (AP) and International Baccalaureate (IB) courses if they are available in your school. If you do well in these courses, you may receive college credit for them. Advanced courses can also strengthen your college application.

Helpful electives to take in high school that prepare you for this career include:

• Computer Applications
• Photography
• US History
• World History

The courses listed above are meant to help you create your high school plan. If you have not already done so, talk to a school counselor or parent about the courses you are considering taking.

You should also check with a teacher or counselor to see if work-based learning opportunities are available in your school and community. These might include field trips, job shadowing, internships, and actual work experience. The goal of these activities is to help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organization that interests you. By participating in activities you can have fun, make new friends, and learn about yourself. Maybe one of them will help direct you to a future career. Here are examples of activities and groups  that may be available in your high school or community.

Things to know

Employers prefer to hire people who have a master's or doctoral (PhD) degree. They also prefer to hire people who have archival experience. They look for those who have worked as an intern, volunteer, or part-time worker in a museum or archive.

Employers prefer applicants who have a graduate degree in history or library science. Courses in archival science may be required. Some employers look for people with graduate degrees in both history and library science. Certification by the Academy of Certified Archivists may be an advantage for job seekers.

Individuals with knowledge of digital media and experience with copyright laws may find their skills in demand as organizations migrate documents to digital format and license or buy more digital content.

#New York Times, Fresh Starts: "Digital Archivists, Now in Demand" by Conrad De Aenlle, #February 8. 2009, lh 3/6/09

Costs to workers

Workers must pay for association dues, reference books and journals, and college classes or seminars to keep up with changes in the field.

Job listings

Listed below are links to job categories from the National Labor Exchange that relate to this career. Once you get a list of jobs, you can view information about individual jobs and find out how to apply. If your job search finds too many openings, or if you wish to search for jobs outside of Washington, you will need to refine your search.

• Archivists 

To get a listing of current jobs from the WorkSource system, go to the WorkSource website .

Wages

Wages vary by employer. Archivists who work for the federal government or for large, well-funded museums have the highest wages.

Archivists who work full time usually receive benefits. Typical benefits include sick leave, paid vacation, and health insurance.

Employment and outlook

Washington outlook

The table below provides information about the number of workers in this career in various regions. It also provides information about the expected growth rate and future job openings.

National employment

Major employers:

• Colleges and universities
• Federal, state, and local government agencies
• Museums and historical sites

National outlook

Growth will be stable for archivists as there is need for access to more public records and information. Demand will be high for those who specialize in electronic records and records management. However this is a small occupation and there are many people with advanced degrees who are qualified for jobs.

Employment for archivists can be sensitive to the state of the economy.  Museums and other groups may cut back on work for archivists when their budgets decrease. 

Other resources

American Alliance of Museums 
2451 Crystal Drive, Suite 1005
Arlington, VA 22202
202.289.1818

American Historical Association 
777 6th St NW, 11th floor
Washington, DC 20001
202.544.2422

American Institute for Conservation of Historic and Artistic Works 
727 15th St NW
Suite 500
Washington, DC 20005
202.452.9545

American Library Association 
50 East Huron Street
Chicago, IL 60611
800.545.2433
312.944.6780

American Society for Information Science and Technology 
8555 - 16th Street, Suite 850
Silver Spring, MD 20910
301.495.0900

Association of Moving Image Archivists 
1313 North Vine Street
Hollywood, CA 90028
323.463.1500

International Animated Film Society 

National Association of Government Archives & Records Administrators 
444 North Capitol Street NW, Suite 237
Washington, DC 20001
202.508.3800

Smithsonian Institution Career Center 

So You Want to Be an Archivist? 

Society of American Archivists 
17 North State Street, Suite 1425
Chicago, IL 60602-4061
866.722.7858
312.606.0722

The Academy of Certified Archivists 
230 Washington Avenue, Suite 101
Albany, NY 12203
518.694.8471

References

Career cluster

• Education and Training

Career path

• Conventional (Business Operations)

O*Net  occupation

• Archivists (25-4011.00) 

O*Net job zone 

• Job Zone 5 - Extensive preparation needed. Extensive skill, knowledge, and experience are needed for these occupations. Many require more than five years of experience.

DOT occupation

• Archivist (101.167-010) 

Holland occupational cluster

• Conventional/Investigative/Social

COPSystem

• Communication