Key Responsibilities and Required Skills for a Government Archivist

🎯 Role Definition

A Government Archivist serves as a dedicated custodian of public trust, responsible for the lifecycle management of government records. This pivotal role involves identifying, preserving, and making accessible the historically significant documents and data that form our collective memory and ensure governmental transparency and accountability. The archivist applies systematic principles to manage both physical and electronic records, from their creation and appraisal to their eventual disposition or permanent preservation. This position is not merely about storage; it's about actively curating the evidence of government actions, decisions, and history for the benefit of agency officials, researchers, and the general public.

📈 Career Progression

Typical Career Path

Entry Point From:

Archival Technician or Assistant
Records Management Clerk or Specialist
Recent Graduate with a Master's in Library/Information Science or Archival Studies
Museum Technician or Curatorial Assistant

Advancement To:

Senior or Lead Archivist
Chief Archivist or Director of Archives
Electronic Records Program Manager
Head of Special Collections or Records Management

Lateral Moves:

Information Governance Specialist
Digital Asset Manager
Public Historian or Policy Advisor
Freedom of Information Act (FOIA) Officer

Core Responsibilities

Primary Functions

Appraise government records in all formats (paper, electronic, audiovisual) to meticulously determine their long-term administrative, legal, fiscal, and historical value.
Develop, document, and implement systematic processing plans for the arrangement and description of archival collections according to national and international standards like DACS.
Create detailed, user-focused finding aids, catalog records, and other discovery tools using schema such as EAD, MARC, and Dublin Core to facilitate public and staff access.
Manage the physical and intellectual transfer of permanent records from government agencies to the archives, ensuring a clear chain of custody and proper documentation.
Implement and manage comprehensive preservation strategies for a diverse range of materials, including fragile paper documents, photographs, maps, and born-digital files.
Provide expert reference and research assistance to government employees, academic researchers, genealogists, and the public, guiding them through complex record sets.
Direct and oversee digitization projects, including selection of materials, workflow management, quality control, and metadata creation for digital surrogates.
Administer and maintain archival content management systems (ACMS) and digital preservation repositories (e.g., ArchivesSpace, Preservica) to ensure the integrity and accessibility of digital holdings.
Develop and enforce policies and procedures for access to and use of archival records, ensuring compliance with privacy laws, copyright, and security restrictions.
Interpret and apply federal, state, and local records management statutes, regulations, and retention schedules to guide agencies in their record-keeping practices.
Conduct thorough research and analysis to establish the provenance and original order of complex record groups to accurately represent their historical context.
Plan and deliver outreach programs, including public presentations, educational workshops, and online exhibits, to promote the use and understanding of archival collections.
Supervise, train, and mentor junior archivists, technicians, interns, and volunteers, providing guidance on archival best practices and project-specific tasks.
Develop and maintain environmental monitoring protocols for storage areas to ensure optimal temperature, humidity, and light conditions for long-term preservation.
Manage the declassification review process for sensitive government records in collaboration with originating agencies, balancing security needs with public access mandates.
Collaborate with IT and agency partners to develop strategies for capturing, managing, and preserving complex electronic records, such as email, databases, and social media.
Prepare detailed reports, statistical analyses, and budget justifications related to archival activities, collection growth, and resource needs.
Respond to complex information requests, including those submitted under the Freedom of Information Act (FOIA) or state-equivalent public records laws.
Perform basic conservation treatments on documents, such as surface cleaning, mending tears, and proper encapsulation or housing to stabilize materials for handling and storage.
Cultivate and maintain strong working relationships with records creators across various government departments to facilitate the smooth transfer of historical materials.

Secondary Functions

Contribute to the development of grant proposals to secure external funding for special projects, such as digitization, preservation initiatives, or processing backlogs.
Represent the archives on inter-agency committees, professional organizations, and task forces related to information governance, public history, and records management.
Conduct oral history interviews with current or former government officials to supplement the documentary record and capture institutional knowledge.
Assist in the design and installation of physical and digital exhibits that highlight the archives' holdings and connect historical events to contemporary issues.

Required Skills & Competencies

Hard Skills (Technical)

Deep knowledge of archival theory, principles, and practices, including appraisal, arrangement, and description.
Proficiency in applying descriptive standards such as Describing Archives: A Content Standard (DACS), Encoded Archival Description (EAD), and MARC.
Experience with digital preservation standards and models, particularly the Open Archival Information System (OAIS) reference model.
Hands-on experience using archival content management systems (ACMS) like ArchivesSpace or Archivists' Toolkit.
Familiarity with digital repository and preservation software such as Preservica, DSpace, or Islandora.
Strong understanding of government records management, retention scheduling, and disposition authorities.
In-depth knowledge of relevant legal and ethical frameworks, including the Freedom of Information Act (FOIA), the Privacy Act, and copyright law.
Proven ability in the proper handling, housing, and basic conservation of fragile historical materials in various formats.
Competency in managing digitization projects, including knowledge of scanning hardware, software, and image quality standards.
Understanding of metadata standards relevant to digital objects, such as PREMIS for preservation metadata and Dublin Core for descriptive metadata.

Soft Skills

Exceptional attention to detail and a high degree of accuracy in all work.
Strong analytical and problem-solving abilities, especially when dealing with complex, disorganized record sets.
Excellent written communication skills for creating clear, concise finding aids and professional correspondence.
Superior research skills and a persistent, investigative mindset.
Project management and organizational skills to handle multiple complex projects simultaneously.
Strong interpersonal and service-oriented skills to effectively assist a diverse user base.
Discretion, sound judgment, and the ability to handle confidential and sensitive information appropriately.
Adaptability and a commitment to continuous learning in a rapidly evolving technological field.

Education & Experience

Educational Background

Minimum Education:

A Bachelor's degree from an accredited college or university in a related field.

Preferred Education:

A Master’s degree from a program accredited by the American Library Association (ALA) or a relevant equivalent, with a specialization or concentration in Archives Management, Archival Studies, or Public History.

Relevant Fields of Study:

Library and Information Science
Archival Studies
History or Public History
Records Management

Experience Requirements

Typical Experience Range:

2-7 years of progressively responsible professional experience working in an archival setting, a records management program, or a related cultural heritage institution.

Preferred:

Direct experience working with government records at the federal, state, or municipal level. Demonstrable experience in processing both analog and born-digital records is highly desirable. Experience providing public reference services and applying access restrictions in a government context is a significant asset.