An archivist is a specialized professional entrusted with safeguarding the historical record and institutional memory of an organization, community, or individual. This work ensures that documentation of the past remains accessible for current and future generations. Archivists manage these materials to provide evidence necessary for scholarship, legal requirements, and cultural identity.
Defining the Archivist Role
Archivists manage records selected for their permanent historical or administrative value. These records are typically non-current, meaning they are no longer actively used by the originating office, but their content holds enduring significance. Unlike librarians, who primarily manage published materials, archivists deal with unique, unpublished documents, including correspondence, photographs, digital files, and audiovisual media. Archival collections are generally one-of-a-kind and cannot be replaced if lost or damaged.
Archivists are also distinct from museum curators, who generally manage three-dimensional artifacts and works of art. While there can be overlap in institutions, the archivist’s focus remains on the informational content and context of the records’ creation. Archivists apply archival science methodology, focusing on the provenance, or origin, of the records to maintain their integrity and meaning. Their goal is to maintain the reliability and authenticity of the records as evidence of past actions and decisions.
Core Responsibilities and Daily Tasks
Appraisal and Acquisition
A foundational responsibility is appraisal, the process of determining which records possess sufficient long-term value to warrant permanent preservation. This selection involves evaluating the evidential, informational, and historical worth of the materials against the cost of storage and processing. Once appraised, the archivist formally acquires the materials through accessioning, which establishes legal and physical control over the collection. This process includes negotiating with donors or transferring records, thereby documenting the records’ chain of custody.
Preservation and Conservation
Archivists ensure the physical and digital longevity of their collections through preservation and conservation strategies. Preservation involves maintaining stable storage environments, including controlling temperature, humidity, and light exposure to slow deterioration. Conservation focuses on the physical treatment of damaged items, such as rehousing documents in acid-free materials or performing minor repairs. Digital preservation requires migrating born-digital records to new formats and ensuring the integrity of associated metadata over time.
Organization and Description
The intellectual organization of archival materials is guided by two core principles: provenance and original order. Provenance dictates that records from a single source must be kept together and separate from the records of any other source. Original order means the archivist maintains the arrangement in which the creator originally kept the records, as this reflects the functions of the creating body. Archivists create detailed finding aids, which are descriptive guides that provide context about the creator and the structure of the records, often using standards like the Describing Archives: A Content Standard (DACS).
Reference and Access
Archivists provide access to collections and assist researchers and the public with their inquiries. They respond to reference requests, guiding users through finding aids and collection descriptions to identify relevant materials. Archivists must balance public access with legal requirements, such as copyright, privacy, and donor restrictions, ensuring records are used responsibly. Because archival materials are unique, they are typically viewed only in supervised reading rooms and are not permitted to circulate outside the facility.
Education and Essential Qualifications
The recognized educational path for archivists requires a graduate degree, most often a Master of Library and Information Science (MLIS) or a Master of Science in Information Studies (MSIS). These programs include a specialized concentration in archival studies, covering the theoretical and practical aspects of record-keeping. Some professionals enter the field with a Master’s degree in History or Public Administration, provided they have supplemented their studies with specific archival coursework and a practical internship.
Many archivists pursue certification, such as the Certified Archivist (CA) credential offered by the Academy of Certified Archivists. This certification demonstrates mastery of the core knowledge and practices of the profession through a rigorous examination and experience requirements. Necessary professional skills include strong analytical and critical thinking abilities, and competency in paleography for deciphering older handwriting. Modern archivists must also possess advanced technical skills for managing complex born-digital records and metadata standards.
Common Employment Settings
Archivists are employed across a diverse range of institutions where the preservation of organizational memory is a priority. Government archives, such as the National Archives and Records Administration or state and local public records offices, employ archivists to manage public records, ensuring transparency and accountability. Academic institutions, including universities and colleges, maintain archives and special collections to support scholarly research and preserve institutional history.
Large corporations also employ archivists to manage corporate archives, which preserve business history, brand assets, and legal records that document long-term liability. Museums and independent historical societies often house archival collections that complement their artifact holdings, providing documentary context for their exhibitions.
Archival Specializations
The archivist role has evolved to include specialized areas focused on specific record formats and institutional needs. Digital Archivists specialize in managing records created electronically, including email, databases, and websites. This involves complex work in metadata migration, format preservation, and systems management to ensure the long-term usability and authenticity of records that lack a physical form.
Special subject archivists develop deep expertise in a particular domain, working with collections related to fields such as medicine, architecture, or film. These roles require a strong understanding of the terminology, context, and research methodologies unique to that subject area. Records Managers often work in a closely related field, focusing on the lifecycle of current and non-current organizational records and helping to establish retention schedules before records are transferred to the archives.