17 Archives Assistant Interview Questions and Answers

An archives assistant is responsible for organizing, preserving, and providing access to records and archives. This position is responsible for the care and maintenance of archives and ensuring that they are accessible to the public.

If you’re looking for an archives assistant position, you’ll likely need to go through an interview process. One way to prepare for this important meeting is to learn how to answer archives assistant interview questions before talking with an interviewer.

Employers look for archives assistants who are trustworthy, reliable, well organized, and able to solve problems. You’ll also need physical strength and stamina, as well as knowledge of the best ways to clean different facilities and types of equipment. A custodial interview is your chance to show that you’ve polished these skills to a shine. To help you get ready, we’ve listed archives assistant questions and answers that will help you figure out what you want to say during an interview.

Are you comfortable working with a wide range of materials, including delicate ones like paper and photographs?

The interviewer may ask this question to assess your comfort level with handling different types of materials. This can be an important skill for archives assistants, as they often work with a variety of paper and photographic documents that require special care. Your answer should show the interviewer that you have experience working with these materials and are comfortable doing so.

Example: “I’ve worked in libraries my entire career, so I’m very familiar with handling all kinds of materials. In fact, I regularly handle fragile materials like photographs and papers without damaging them. I also know how to store these materials properly so they don’t get damaged or lost.”

What are some of the most important skills for an archives assistant to have?

This question can help the interviewer determine if you have the skills necessary to succeed in this role. When answering, it can be helpful to mention a few of the most important skills and how you use them on a daily basis.

Example: “The most important skill for an archives assistant is organization. I am always making sure that files are properly labeled and stored so they’re easy to find later. Another important skill is attention to detail. I make sure all records are filed correctly so there aren’t any mistakes when someone looks for information later. Finally, communication is key because I work with many different people who need access to archived documents.”

How would you describe the role of an archives assistant in relation to an archivist or curator?

This question is an opportunity to show your knowledge of the role and responsibilities of an archives assistant. It also allows you to demonstrate that you understand how your job fits into the larger scope of the organization. When answering this question, it can be helpful to refer to the job description or other information about the company’s hierarchy to make sure you’re describing the correct position.

Example: “An archives assistant assists archivists and curators with their work by organizing documents, maintaining records and ensuring the safety of important artifacts. They are responsible for making sure all materials are properly stored and preserved so they can be accessed when needed.”

What is your experience with using digital tools to process and organize archives?

This question can help the interviewer determine your comfort level with using technology in a professional setting. Use examples from previous work experience to highlight your ability to use digital tools and software to process information, organize files and manage archives.

Example: “In my last position as an archives assistant, I used several different types of software to organize and store documents digitally. For example, I used Microsoft Office 365 to create and share folders for each client’s archive. This allowed me to access important documents quickly when needed and helped me stay organized by project. I also used Google Drive to upload scanned copies of physical documents into the cloud so that they could be accessed anywhere.”

Provide an example of a time when you had to deal with a difficult or challenging co-worker and how you handled the situation.

An interviewer may ask this question to learn more about your interpersonal skills and how you react to conflict. When answering, it can be helpful to describe a specific situation and the steps you took to resolve it or move past it.

Example: “In my last position as an archives assistant, I worked with a co-worker who was very critical of my work. At first, I tried to ignore her comments but eventually realized that she wasn’t going to stop criticizing me unless I addressed the issue. So, I talked to her privately and asked if there was anything I could do to improve my performance. She told me that she just wanted me to be aware of some mistakes I made so I could avoid them in the future. After our conversation, she stopped being quite as critical.”

If hired, what areas of the archives would you like to be trained in?

This question helps employers determine what areas you are most interested in working with and how much experience you have. When answering this question, it can be helpful to mention a specific area of archives that interests you the most or an area where you feel you could contribute the most.

Example: “I would love to learn more about the preservation process for documents and photographs. I am very detail-oriented and enjoy learning new techniques for preserving important historical information. Another area I would like to work on is organizing files and records. I find organization to be one of my strengths, so I think I could help create a system that makes finding archived materials easier.”

What would you do if you noticed a damaged or deteriorating item in the archives?

Interviewers may ask this question to assess your attention to detail and how you would handle a situation that could affect the archives. In your answer, explain what steps you would take to report or repair the item.

Example: “If I noticed a damaged or deteriorating item in the archives, I would first make sure it was safe for me to remove from its current location. Then, I would carefully transport the item to a workstation where I could examine it more closely. If I determined the item needed repairs, I would contact my supervisor so they could decide whether we should send the item out for repairs or if we have the resources to perform the repairs ourselves.”

How well do you pay attention to detail?

Attention to detail is an important skill for archives assistants. They must be able to notice small details, such as the date on a document or the name of a person who signed it. Your answer should show that you have excellent attention to detail and can perform this task well.

Example: “I pay close attention to detail in my work. I am very organized and methodical when performing tasks. In my last job, I was responsible for organizing documents by date and type. I would make sure all the documents were sorted correctly before putting them into their respective folders.”

Do you have experience working with historical documents and manuscripts?

This question can help the interviewer determine if your experience is similar to what you would be doing in this role. If you have no prior experience, you can talk about how you would approach working with these documents and manuscripts.

Example: “I do not have any specific experience working with historical documents or manuscripts, but I am very detail-oriented and organized. In my last position as an archivist assistant, I worked with a wide variety of documents, including financial records, medical records and personal correspondence. I learned how to organize them by date, type and other relevant information so that they could be easily retrieved when needed.”

When is it appropriate to digitize materials and when should they be kept in their original format?

This question helps the interviewer evaluate your knowledge of archiving materials and how you decide which ones to preserve digitally. Use examples from your experience to explain when it’s best to keep documents in their original format and when digitizing is more beneficial.

Example: “I prefer to keep all paper records in their original format because they’re easier to organize, store and retrieve than digital files. However, if I’m working with a lot of paper documents that are difficult to sort through or find later, then I’ll consider digitizing them so I can easily search for information using keywords. In my last role, I was responsible for organizing thousands of boxes of archived material, so I decided to scan most of the documents into an electronic database.”

We want to ensure that our archives are accessible to the public. What is the appropriate way to make sure that materials are displayed clearly and labeled appropriately?

The interviewer may ask you this question to understand how you would ensure that the archives are organized and accessible for visitors. Use your answer to highlight your organizational skills, attention to detail and ability to work independently.

Example: “I believe it’s important to make sure that materials are clearly labeled so that anyone can find them. I would organize all of the documents by date and subject matter so that they’re easy to locate. I also think it’s essential to display materials in a way that makes them easily readable. For example, if I were organizing photographs, I would arrange them in chronological order and then place them in frames or albums.”

Describe your experience with using archival quality materials.

The interviewer may ask this question to learn more about your experience with handling and organizing important documents. Your answer should include a brief description of the materials you’ve used in previous roles, as well as how you handled them.

Example: “In my last role, I worked with archival quality boxes that were acid-free and lignin-free. These boxes are made from 100% recycled material and have no odor or off-gassing. They’re also completely recyclable and biodegradable. To ensure these boxes remained organized, I labeled each one with permanent marker before placing it into storage.”

What makes you the best candidate for this position?

Employers ask this question to learn more about your qualifications and how you can contribute to their team. Before your interview, make a list of all the skills and experiences that make you an ideal candidate for this role. Focus on highlighting your relevant work experience and any special training or certifications you have.

Example: “I am passionate about history and love working in archives. I also have several years of experience as an archivist assistant, which has given me valuable knowledge about how to organize files and manage records. My background in research and writing makes me well-suited for this position because it allows me to understand what information clients are looking for when they request documents.”

Which computer programs or digital archiving tools are you most familiar with?

This question can help the interviewer determine your level of experience with archiving and organizing documents. It can also show them which programs you’re most comfortable using, which may be important if they use a specific program in their office. When answering this question, it can be helpful to mention any computer programs or digital tools that are relevant to the job description.

Example: “I have used several different types of software for document management and organization. I am familiar with Microsoft Office 365, Google Drive and Dropbox, as well as some other cloud-based storage systems. I’ve also worked extensively with physical filing systems, including both manual and electronic ones.”

What do you think is the most important aspect of preserving historical artifacts and materials?

Interviewers may ask this question to assess your knowledge of the role and responsibilities of an archives assistant. They want to know that you understand how important it is to preserve historical materials for future generations. In your answer, explain why preserving these artifacts is so important and what steps you would take to ensure they’re preserved properly.

Example: “I think the most important aspect of preserving historical artifacts and materials is making sure they are available for people in the future. I believe it’s our responsibility as archivists to make sure we store items safely and securely so that they can be accessed by anyone who wants to learn more about them. For example, when working with a collection of photographs, I would make sure to organize them chronologically and label each one clearly so researchers could easily find the information they need.”

How often should archives be organized and updated?

This question can help the interviewer determine your knowledge of archival processes. Your answer should show that you understand how to organize and update archives, as well as when it’s necessary to do so. You can use examples from your experience or refer to industry standards for archiving.

Example: “Archives should be organized and updated regularly to ensure they’re accessible and easy to find. In my last role, I helped maintain a digital archive of documents, emails and other files. We had an established schedule for organizing and updating the archive, which included adding new information and removing outdated information on a monthly basis.”

There is a discrepancy in the information about a notable figure from the past in the archives and what is currently taught in schools. How would you address this?

An interviewer may ask this question to assess your critical thinking skills and how you would handle a challenging situation. In your answer, demonstrate that you can use your problem-solving skills to find the most logical solution.

Example: “I would first do some research on my own to see if there is any evidence to support what’s currently taught in schools or if there are other sources of information about this person. If I still couldn’t find anything conclusive, I would contact an expert who could help me understand why the information has changed over time. Then, I would update all records with the new information.”