Archivist Job Description Template

The Archivist job description template is a document that outlines the job duties and requirements for the position of an Archivist. This job involves overseeing and organizing significant collections of historical documents, images, and other materials, and making them available to researchers and the public. The template provides a detailed guide for employers and job seekers, outlining key responsibilities such as cataloging, preserving, and digitizing materials, and highlighting necessary qualifications, including education, experience, and technical skills.

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An archivist is responsible for the management, preservation, and organization of historical records and important documents. They work in various settings such as museums, libraries, universities, government agencies, non-profit organizations, and cultural institutions. An archivist ensures that records are properly handled and stored, and provides access to researchers and the public while adhering to legal and ethical standards.


  • Appraise, acquire, and accession historical records and documents
  • Catalog, preserve, and organize records and documents using various databases and software
  • Develop and implement policies and procedures for the management of records
  • Create finding aids, inventories, and other descriptive tools to help users navigate records
  • Provide reference services to researchers and the public, including responding to inquiries, helping with research, and retrieving records and documents
  • Identify, evaluate, and select records for digitization and online access
  • Collaborate with other archivists, librarians, and professionals to develop outreach and educational programming
  • Maintain up-to-date knowledge of archival theory, best practices, and emerging technologies
  • Participate in professional associations, workshops, and conferences


  • Bachelor's or Master's degree in Library Science, History, Archival Studies, or a related field
  • Knowledge of archival theory, standards, and best practices
  • Experience with archival databases, metadata standards, and digital preservation
  • Strong research and analytical skills
  • Excellent organizational and problem-solving abilities
  • Effective communication and interpersonal skills
  • Commitment to professionalism, accuracy, and confidentiality

Note: This job description is not intended to be all-inclusive. Employees may be required to perform other related duties as assigned to meet the ongoing needs of the organization.


As organizations grow and evolve, they develop a wide variety of records and documents that must be carefully managed and preserved. An archivist is a specialized professional who is responsible for collecting, organizing, and maintaining these important records.

Essential Duties and Responsibilities

  • Develop a records management program, storage strategies, and schedules for continued evaluations and reviews of records.
  • Assess, appraise, and develop plans for acquisition of new records and collections that are relevant to the organization.
  • Create and maintain records in a manner that preserves their integrity and ensures long-term access.
  • Develop and carry out preservation and restoration projects, including conservation treatment of records and reformatting of records into digital formats.
  • Provide research assistance to staff, external researchers, or members of the public who are requesting access to records and assisting them as needed.
  • Provide input and recommendations for records-related policies and procedures of the organization.
  • Qualifications

    While there is no one set path to becoming an archivist, it is typically required to have a Master’s degree in library science, archival studies, or history. A background in information technology or digital archiving can be an asset.

  • Experience working in archives or records management, preferably in a similar organization or industry.
  • Strong familiarity with national and international archival standards and principles of records management.
  • Excellent interpersonal, communication, and problem-solving skills are crucial.
  • Good administrative and leadership skills are important as well.
  • Conclusion

    Employing a qualified and experienced Archivist plays a critical role in an organization's Records Management. It ensures that important records are preserved for future generations while also making them available to current members of the organization and outside researchers.

    Frequently Asked Questions on Creating Archivist Job Posting

    Archivists play a crucial role in preserving historical documents and artifacts, and they are essential to any organization that holds valuable records. When hiring an archivist, it is crucial to create a job posting that matches the skills, education, and experience necessary for the job.

    What are some essential skills that an archivist should possess?

  • An archivist should have excellent research skills and the ability to access and evaluate historical materials critically.
  • They should have a comprehensive understanding of the principles and techniques of archives and records management.
  • An archivist should possess excellent organizational and time-management skills to ensure that documents are arranged and stored securely.
  • Strong written and oral communication skills are also essential for archivists, who may have to prepare reports or present findings to stakeholders.
  • What qualifications should an ideal archivist candidate have?

  • An ideal candidate should possess a Master's degree in Library Science, History, Archival Science, or a related field.
  • Working experience in archival duties, including appraisal, description, and preservation of analog and digital materials is an added advantage.
  • An excellent understanding of archival theory and best practices and experience with access policies is critical.
  • What should an archivist job posting include?

  • The job title, responsibilities, and duties of the archivist role should be explicitly outlined, with the specific skills and education level required.
  • It should include the experience and background required for the role, and any professional certifications or credentials that organization values.
  • The posting should also detail a work schedule, the expected pay range, and the location of the job.
  • Why is it crucial to have an accurate job description?

  • An accurate job description ensures that the job posting attracts the right candidates for the role and avoids unqualified candidates from applying.
  • Gone are the days where job seekers can apply for any job as long as it aligns with their career interests or a specific keyword. Today, candidates are looking for personalized experiences they can relate to when navigating job postings.
  • The job description should accurately and fully describe the job responsibilities, and requirements. It lays the groundwork for clarifying expectations with employees, and the evaluation process used throughout their contract.
  • What should you do after posting an archivist job listing?

  • A method for reviewing applications should be developed before responses start coming in.
  • Let job seekers know how many applicants the position requires and the timeline for a response.
  • Pre-screen candidates to decide who to invite for an interview, then decide on a list of interview questions and select a skilled interviewer to ensure that the best candidate is chosen for the job.
  • Creating an efficient job posting process may seem taxing, but it significantly contributes to finding the best archivist fit for the organization.

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