Archivist

Archivists select, store and provide access to materials such as written documents, maps, photos and films. They might also answer enquiries, preserve documents, give talks to groups and put on exhibitions.

Also known as

Record keeper
Records manager

Work activities

Archivists might keep records for national archives, museums, local authorities, businesses, families and private individuals (such as retired politicians), courts, hospitals, charities, universities, central government and government agencies. Archivists record, catalogue and index each document, identify those that need conservation work, and select the best way to store them. Archivists are responsible for ensuring that documents are stored in a way that will best preserve them. This means thinking about conditions such as light, heat and humidity, and the use of protective packaging. Archivists might talk to conservators about which documents most need working on. Archivists must also ensure that members of the public handle the documents carefully. This can mean enforcing strict rules about what people can bring into the archive. For example, flash photography might not be allowed in some archives, and the public might be able to bring in pencils but not pens. Archivists also decide which documents to keep for their historical value and which to discard. This involves high levels of responsibility and very tough decision making. The historical sources available to the public, and therefore the research work that can be done, depend on the archivist’s assessment of what is important and valuable.

Archivists must be aware of freedom of information issues. Many of the records held in archives are open to the public. However, there are also certain closed records. To view these, a member of the public must submit a Freedom of Information request, which the archivist will read and make a decision on, often after consulting with the government department that transferred the record to the archive. Archivists provide a service to customers. They answer email, letter, phone and face-to-face enquiries. They issue entrance tickets, show people relevant sources and help them to interpret difficult documents. Archivists also advise the public on how to record information from the documents (some archives allow the public to photograph documents, for example).

Archivists also give talks, produce written material and information about collections, as well as mount exhibitions. For each exhibition, they select and prepare materials. They also write texts to explain the materials. Archivists might also manage budgets and look at ways to obtain funding. The amount of time that archivists spend on each activity varies, depending on where they work. In local record offices, archivists work with a variety of local records. Those that work in the national libraries often look after literary manuscripts or private specialist collections. University archivists might manage university records or look after collections that belong to former academic staff and those relating to specific subjects. In businesses, archivists look after records about company history and product development.

Personal qualities and skills

As an archivist, you’ll need:

To be methodical, with strong attention to detail.
Good communication skills to supervise staff.
An interest in history and the management of information.
Research skills to find out about the background of materials.
Initiative, to find ways to make information more accessible to users.
To be trustworthy, as some documents are confidential. You might also have to enforce rules for public use of archives, such as bans on flash photography.
Computer skills to use databases to store information.
The ability to use the internet as a lot of archive material is available online.

Pay and opportunities

Salaries for archivists vary depending on the sector they work in, the employer, and the level of responsibility. Qualified archivists earn in the range of £21,000 a year, rising to £60,000 with experience. Some government departments and large organisations in industry and commerce may offer performance-related pay awards.

Archivists usually work 38-40 hours a week, Monday to Friday. Part-time work is also available.

A large proportion of archivists work for local authorities in local record offices. Most other archivists are employed by central government, national archives or museums, universities, businesses and charities.

There are opportunities for experienced archivists to work on a self-employed basis, as consultants.

Where are vacancies advertised?

Vacancies are advertised in local/national newspapers, on the Government’s Find a Job service and on the Archives & Records Association’s website.

Entry routes and training

To become an archivist, you need to gain a postgraduate qualification in archives and/or records management that is recognised and accredited by the Archives and Records Association (ARA). Course providers run both a one-year Master’s degree and a shorter, nine-month postgraduate diploma, which is the minimum for entry into this career.

To enter a postgraduate course, you can have a first (undergraduate) degree in any subject, as long as you can demonstrate an interest in history and an appreciation of the value of archives. Many entrants have a first degree in history, law, classics or English. Some people enter with science degrees, going on to work in specialist archives.

Alternatively, you could do a level 7 degree apprenticeship in the role of archivist and records manager. On this pathway, you’ll train on the job while working towards one of the relevant postgraduate qualifications.

To help you find work experience, please see the ARA website’s section on placement opportunities. You can also search the ARCHON Directory on The National Archives website for contact details for UK records collections. Once in employment, you can enter the ARA’s Registration Scheme for newly qualified members, which encourages continuing professional development.

Many record keeping services are small, which can limit progression opportunities. You might have to move to another, larger organisation before you can achieve promotion to senior and management posts. However, there are very many organisations you could work for, which can give you a lot of flexibility in your career.

Qualifications

For entry to a degree course in any subject, the usual minimum requirement is:

Two to three A-levels.
GCSEs at grades 9-4.

Alternatives to A levels include:

Edexcel (BTEC) level 3 Nationals.
The International Baccalaureate Diploma.

To get onto the degree apprenticeship, you’ll need:

Two relevant A-levels.
GCSEs in English and maths.

Adult opportunities

Age limits: It is illegal for any organisation to set age limits for entry to employment, education or training, unless they can show there is a real need to have these limits.

Some entrants have relevant skills and experience, for example, gained in librarian or information officer work.

If you don’t have the qualifications for a degree course, you might be able to start one after completing a college or university Access course. You don’t usually need any qualifications to start an Access course, although you should check this with the course provider.

Awards for postgraduate study may be available, through universities, from the Arts and Humanities Research Council (AHRC).

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