What I Wish I Knew Before Becoming an Archivist
Thinking about becoming an Archivist? It’s a challenging but rewarding career. But there are a few things I wish someone had told me before I jumped in headfirst. This article is about the realities of being an Archivist, not the theory. It’s about the trenches, not the classroom.
This isn’t a motivational speech. It’s a practical guide. It highlights the realities of the job, the skills you’ll actually need, and the kind of challenges you’ll face.
The Archivist’s Unvarnished Truth: What You’ll Get
By the end of this read, you’ll have a toolkit to navigate the real-world challenges of being an Archivist. This isn’t about theory; it’s about practical application. You’ll walk away with:
- A checklist to assess the health of your collection, preventing data loss (measurable impact: reduce data loss incidents by 15% within 6 months).
- A rubric to prioritize digitization projects based on risk and value (enables faster decisions: prioritize critical assets first).
- A script for negotiating with stakeholders who want to deaccession items without proper evaluation (copy/paste for stakeholder comms).
- A proof plan to demonstrate the value of archival work to budget holders (build evidence in 30 days).
- A list of red flags indicating potential ethical breaches in acquisition practices (improves decision-making: avoid risky acquisitions).
- A clear understanding of what hiring managers actually look for in Archivists.
What You’ll Walk Away With
- A collection health assessment checklist
- A digitization prioritization rubric
- A deaccession negotiation script
- A value demonstration proof plan
- A red flag list for ethical breaches
- An understanding of hiring manager priorities
What a Hiring Manager Scans for in 15 Seconds
Hiring managers aren’t just looking at your certifications. They’re trying to gauge if you can handle the chaos of real-world archival work. They want to see if you can protect valuable assets, navigate stakeholder conflicts, and justify budget requests.
- Experience with diverse media types: (signals you can handle complex collections).
- Demonstrated risk assessment skills: (shows you can prioritize preservation efforts).
- Budget management experience: (indicates you can justify resource allocation).
- Stakeholder communication skills: (proves you can negotiate and advocate for the archive).
- Knowledge of current archival standards and best practices: (shows you’re up-to-date).
The Mistake That Quietly Kills Archivist Candidates
The biggest mistake? Vague descriptions of your work. Saying you “preserved materials” doesn’t cut it. You need to show the impact of your actions. What problem did you solve? How did you protect the archive’s value?
Use this in your resume or interview:
“Reduced the risk of data loss by 20% by implementing a new digital preservation workflow, ensuring long-term access to critical research materials.”
Reality #1: It’s Not Just About Old Documents
The common misconception is that Archivists only deal with dusty old papers. The reality is far more diverse. You’ll be handling everything from digital files and audio recordings to photographs and even artifacts.
In a corporate archive, you might be managing email records, marketing materials, and product designs. In a museum, you could be dealing with textiles, furniture, and artwork. You need to be adaptable and knowledgeable about a wide range of media types.
Reality #2: Stakeholder Management is Key
You’re not working in a vacuum. You’ll be interacting with researchers, donors, curators, IT staff, and senior management. Each stakeholder has different needs and priorities, and you need to be able to navigate those relationships effectively.
For example, a researcher might want access to sensitive information that needs to be protected. A donor might want to dictate how their collection is used. You need to be able to balance these competing interests while upholding ethical and professional standards.
Reality #3: Budget Battles Are Real
Archival work often faces budget constraints. You’ll need to be able to justify your expenses and advocate for the resources you need to preserve valuable materials. This means understanding budgets, writing grant proposals, and making a strong case for the archive’s value.
I’ve seen archives lose funding because they couldn’t demonstrate their impact. It’s not enough to say you’re preserving history. You need to show how the archive supports the organization’s mission and provides value to its stakeholders.
Reality #4: Ethical Dilemmas Will Arise
Archival work is full of ethical challenges. You might encounter sensitive information, conflicting ownership claims, or requests to deaccession materials that should be preserved. You need to have a strong ethical compass and be prepared to make difficult decisions.
For example, what do you do if you discover that a document contains false information? Do you correct it? Do you leave it as is? What if a donor wants to restrict access to their collection in a way that conflicts with the public interest? These are the kinds of questions you’ll need to grapple with.
Reality #5: Technology is Your Friend (and Foe)
Digital preservation is a critical part of modern archival work. You’ll need to be familiar with digital formats, metadata standards, and preservation strategies. But technology can also be a challenge. Digital files can become corrupted, software can become obsolete, and data can be lost if not properly managed.
That’s why it’s essential to have a solid digital preservation plan in place. This includes regular backups, format migration, and metadata creation. You need to be proactive about protecting digital assets and ensuring their long-term accessibility.
Reality #6: You’re a Detective, Historian, and Negotiator
Archivists wear many hats. You need to be a detective, tracking down missing information and verifying authenticity. You need to be a historian, understanding the context and significance of the materials you’re preserving. And you need to be a negotiator, balancing competing interests and advocating for the archive.
This is what makes archival work so rewarding. You’re not just preserving the past; you’re shaping the future by making information accessible and ensuring that stories are told.
Reality #7: The Value Isn’t Always Obvious
Sometimes, the value of archival work isn’t immediately apparent. You might be preserving materials that seem insignificant at first glance, but that could become incredibly important in the future. It’s your job to recognize the potential value of these materials and ensure that they’re preserved for future generations.
Think about the importance of personal letters, diaries, and photographs. These materials provide insights into the lives of ordinary people and can help us understand the past in a more nuanced way. As an Archivist, you’re responsible for preserving these stories and making them available to researchers and the public.
Reality #8: Proving Your Worth is a Constant Task
Archivists are often unseen and unappreciated. The value of your work isn’t always obvious, so you need to be proactive about demonstrating your impact. This means tracking your activities, collecting data, and communicating your successes to stakeholders.
For example, you can track the number of researchers who use the archive, the number of items that are digitized, and the number of people who attend your events. You can also collect testimonials from researchers and donors to show how the archive has benefited them. By demonstrating your value, you can ensure that the archive continues to receive the support it needs.
Language Bank: Phrases That Signal Competence
Using the right language can signal your competence and credibility. Here are a few phrases that strong Archivists use:
- “Based on our risk assessment, we need to prioritize the digitization of these materials to prevent data loss.”
- “I’ve developed a digital preservation plan that includes regular backups, format migration, and metadata creation.”
- “I’m working with IT to ensure that our systems are secure and that our data is protected from unauthorized access.”
- “I’m collaborating with the curator to develop an exhibition that showcases the archive’s holdings.”
- “I’m negotiating with a donor to establish a fund that will support the archive’s preservation efforts.”
The Archivist’s Collection Health Checklist
Use this checklist to assess the health of your collection and identify potential risks:
- [ ] Are all materials properly labeled and cataloged?
- [ ] Are materials stored in appropriate environmental conditions?
- [ ] Are digital files backed up regularly?
- [ ] Are access controls in place to protect sensitive information?
- [ ] Is there a disaster recovery plan in place?
- [ ] Is there a plan for format migration?
- [ ] Is metadata being created for all digital files?
- [ ] Are copyright issues being addressed?
- [ ] Are ethical considerations being taken into account?
- [ ] Are stakeholders being consulted?
The Digitization Prioritization Rubric
Use this rubric to prioritize digitization projects based on risk and value:
- Risk: How likely is the material to be lost or damaged?
- Value: How important is the material to the organization’s mission?
- Accessibility: How easily can the material be accessed by researchers and the public?
- Cost: How much will it cost to digitize the material?
- Feasibility: How feasible is it to digitize the material?
The Deaccession Negotiation Script
Use this when a stakeholder wants to deaccession items without proper evaluation:
“I understand your desire to streamline the collection, but before we deaccession any materials, we need to conduct a thorough evaluation to ensure that we’re not losing anything of significant value. Let’s work together to develop a deaccessioning policy that protects the integrity of the archive.”
The Value Demonstration Proof Plan
Use this plan to demonstrate the value of archival work to budget holders:
- Track the number of researchers who use the archive.
- Track the number of items that are digitized.
- Track the number of people who attend your events.
- Collect testimonials from researchers and donors.
- Communicate your successes to stakeholders.
Red Flags: Ethical Breaches in Acquisition
Watch out for these red flags indicating potential ethical breaches in acquisition practices:
- Lack of provenance information.
- Conflicting ownership claims.
- Restricted access that conflicts with the public interest.
- Materials acquired illegally or unethically.
- Requests to deaccession materials that should be preserved.
FAQ
What skills are most important for an Archivist?
The most important skills for an Archivist include a strong understanding of archival principles and practices, excellent communication and interpersonal skills, the ability to manage budgets and resources, and a commitment to ethical conduct. You also need to be adaptable, detail-oriented, and able to work independently and as part of a team.
What education is required to become an Archivist?
Most Archivists have a master’s degree in archival studies, history, library science, or a related field. Some positions may also require certification from the Academy of Certified Archivists.
What are the career prospects for Archivists?
The career prospects for Archivists are generally good. The demand for Archivists is expected to grow as organizations increasingly recognize the importance of preserving their records and information. However, competition for positions can be strong, so it’s important to have a strong education and experience.
What is the salary range for Archivists?
The salary range for Archivists varies depending on experience, education, and location. However, the median salary for Archivists in the United States is around $55,000 per year.
What are the ethical considerations for Archivists?
Archivists have a responsibility to preserve and make accessible the records and information entrusted to them. They must also protect the privacy and confidentiality of individuals and organizations. Archivists should adhere to ethical codes of conduct and be prepared to make difficult decisions when ethical dilemmas arise.
What is digital preservation?
Digital preservation is the process of ensuring the long-term accessibility of digital materials. This includes regular backups, format migration, and metadata creation. Digital preservation is essential for protecting digital assets and ensuring that they remain accessible for future generations.
What is metadata?
Metadata is data about data. It provides information about the content, context, and structure of a digital file. Metadata is essential for ensuring that digital files can be easily identified, accessed, and managed.
What is a disaster recovery plan?
A disaster recovery plan is a plan for how to respond to a disaster that could damage or destroy archival materials. This includes procedures for protecting materials, evacuating staff, and restoring operations. A disaster recovery plan is essential for protecting archival assets from loss or damage.
What is a deaccessioning policy?
A deaccessioning policy is a policy for how to dispose of archival materials that are no longer needed or that are no longer relevant to the organization’s mission. A deaccessioning policy should be developed in consultation with stakeholders and should ensure that materials are disposed of in a responsible and ethical manner.
How can I demonstrate the value of archival work?
You can demonstrate the value of archival work by tracking your activities, collecting data, and communicating your successes to stakeholders. You can also collect testimonials from researchers and donors to show how the archive has benefited them. By demonstrating your value, you can ensure that the archive continues to receive the support it needs.
What are the challenges of working as an Archivist?
Some of the challenges of working as an Archivist include budget constraints, ethical dilemmas, technological challenges, and the need to constantly advocate for the value of archival work. However, these challenges can also be rewarding, as they provide opportunities to make a real difference in preserving history and making information accessible.
What are the rewards of working as an Archivist?
The rewards of working as an Archivist include the opportunity to preserve history, make information accessible to researchers and the public, and contribute to the understanding of the past. Archivists also have the satisfaction of knowing that their work is helping to protect valuable assets and ensure that stories are told for future generations.
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