Government Records Archivist Job Description [Updated for 2025]

In an era of rapid digital transformation, the role of government records archivists has become increasingly crucial.

As the administrative landscape evolves, the demand for professionals who can effectively organize, preserve, and provide access to government records grows stronger.

But let’s delve deeper: What’s truly expected from a government records archivist?

Whether you are:

• A job seeker aiming to understand the core responsibilities of this position,
• A hiring manager outlining the perfect candidate,
• Or simply curious about the intricacies of records archiving in the public sector,

You’ve come to the right place.

Today, we introduce a customizable government records archivist job description template, designed for effortless posting on job boards or career portals.

Let’s dive right in.

Government Records Archivist Duties and Responsibilities

Government Records Archivists are responsible for preserving and documenting government records.

These professionals organize and classify archival records to ensure they’re easily accessible for research or other purposes.

Their duties and responsibilities include:

• Collecting, cataloging, and preserving important government documents
• Evaluating records for historical or informational significance
• Creating and managing databases to catalog and track records
• Providing access to records and documents for internal and public use
• Advising on the conservation and preservation of documents
• Ensuring records are stored in a manner that maximizes their lifespan
• Working with digital records and implementing digitization projects
• Ensuring legal and regulatory compliance in records management
• Providing guidance and training to other staff on records management
• Responding to requests for information from records
• Collaborating with other professionals to evaluate and procure archival supplies and equipment

 

Government Records Archivist Job Description Template

Job Brief

We are seeking a meticulous and dedicated Government Records Archivist to join our team.

The successful candidate will be responsible for managing, preserving, and providing access to governmental records.

The roles include examining documents such as maps, films, photographs, books, letters, and digital records, assessing their historical significance and relevance, organizing them professionally, and making them easily accessible to the public, researchers, and other interested parties.

 

Responsibilities

• Appraise and authenticate historical documents and archival materials.
• Create and manage a system to maintain and preserve electronic and paper records.
• Preserve records, documents, and objects, copying records to film, videotape, audiotape, disk, or computer formats as necessary.
• Establish and administer policy guidelines concerning public access and use of materials.
• Research and record the origins and historical significance of archival materials.
• Coordinate educational and public outreach programs, such as tours, workshops, lectures, and classes.
• Direct activities of workers who assist in arranging, cataloging, exhibiting and maintaining collections of valuable materials.

 

Qualifications

• Proven work experience as an Archivist, Records Manager or similar role
• Solid knowledge of recordkeeping and cataloging systems
• Familiarity with the latest developments in digitization and archival technology
• Ability to work with databases and other computer software to catalog and access information
• Strong research skills
• Attention to detail and a high level of accuracy
• BSc degree in History, Library Science, Archival Science or relevant field

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Government Records Archivist
• Work Environment: Office setting within a government facility. Some travel may be required for research purposes or to visit other archival facilities.
• Reporting Structure: Reports to the Head of Archival Department or Senior Archivist.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $52,000 minimum to $87,500 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Government Records Archivist Do?

Government Records Archivists work mainly in government agencies and are responsible for the maintenance, preservation, and organization of public records.

These records can include but are not limited to legal documents, maps, photographs, films, letters, and digital data.

They work to ensure that these records are stored in a manner that protects their integrity and allows for easy retrieval when necessary.

They are tasked with cataloging each record in a way that makes it easily searchable, and they create detailed descriptions for each item to facilitate future reference.

Archivists work closely with government officials and departments to identify records that are of historical significance or that need to be retained for legal or administrative reasons.

They help to determine the retention schedules for these records, ensuring they are kept for the appropriate length of time.

Government Records Archivists also play a vital role in providing public access to these records.

They may assist researchers, government officials, and the public in locating and interpreting records.

They ensure that sensitive information is safeguarded, and they implement measures to prevent unauthorized access.

Furthermore, they are responsible for the digitization of physical records to ensure their preservation for future generations.

They also deal with the challenges of preserving digital records, which may involve migrating data to new formats and platforms.

 

Government Records Archivist Qualifications and Skills

A proficient Government Records Archivist should possess a range of specialized skills and qualifications, including:

• Strong organizational skills to manage large amounts of information and files in a systematic manner, ensuring easy accessibility and retrieval of records.
• Detailed knowledge of records management and archival science to ensure effective classification, preservation, and disposal of government documents.
• Familiarity with digital archiving systems and computer technology to handle electronic records, including the ability to use various database software.
• Analytical skills to understand the content and context of records, and to assess their long-term value to the government and the public.
• Problem-solving abilities to deal with complex or deteriorating records, and to find innovative solutions for preserving and storing such records.
• Excellent communication skills to liaise with government departments, answer enquiries from the public, and explain archival processes to non-specialists.
• Understanding of the legal and ethical issues surrounding government records, such as privacy rights, access restrictions, and Freedom of Information Act requests.
• A degree in history, library science, archival science, or a related field, along with certifications from professional archival associations.

 

Government Records Archivist Experience Requirements

Entry-level candidates for the role of a Government Records Archivist may need to have at least 1 to 2 years of experience.

This can be gained through internships or part-time roles in areas like archiving, records management, library science, or information management.

Candidates who have experience with specific archiving software or systems relevant to the government sector may be preferred.

Practical experience in cataloguing, preserving and managing digital and paper records can be highly beneficial.

Those with 3 to 5 years of experience usually have a deeper understanding of archival principles and practices, including the use of archival databases and digital preservation tools.

They may also have some experience with public service, providing assistance to researchers, and managing archival projects.

Candidates with more than 5 years of experience may have more specialized expertise in areas such as electronic records management, government documentation, or historical research.

They may also have some managerial or supervisory experience, making them suitable for leadership roles within a government records archival team.

In addition to this, knowledge about legal requirements and policies related to government records and their archiving can be a significant advantage.

Archivists who have experience in sectors with strict compliance requirements, such as government, law, or healthcare, may be especially well-prepared for these roles.

 

Government Records Archivist Education and Training Requirements

A Government Records Archivist typically holds a bachelor’s degree in library science, history, or a related field.

However, most positions require a master’s degree in archival studies, library science with a concentration in archival studies, or history.

They must possess a solid foundation in document preservation and restoration, data management, information systems, and even historical research methods.

Their training often includes internships or practical work experiences in archives.

Archivists should have a strong understanding of cataloging systems and the ability to digitize records as many documents are now stored in digital formats.

Knowledge of the specific types of records they will be handling, such as legal documents, photos, or maps, is often required.

Additionally, certification is available from the Academy of Certified Archivists and may be preferred or required by some employers.

This certification requires a master’s degree and a year of appropriate archival experience.

Continued professional development is crucial in this field due to the constant advancements in information technology and preservation techniques.

This could involve attending workshops, conferences, or additional courses.

In addition to educational requirements, archivists must have excellent organizational skills, attention to detail, and the ability to handle delicate and valuable documents.

They should also have excellent computer skills, specifically in database management and relevant digitization software.

 

Government Records Archivist Salary Expectations

A Government Records Archivist earns an average salary of $51,760 (USD) per year.

However, this figure can fluctuate depending on factors such as years of experience, level of education, and the specific governmental agency for which they work.

Also, the geographical location can impact the salary range, with those located in urban areas often earning more than their counterparts in rural regions.

 

Government Records Archivist Job Description FAQs

What skills does a Government Records Archivist need?

Government Records Archivists require an attention to detail, organizational skills, and computer proficiency for managing digital archives.

They should have strong knowledge of archival principles and practices, historical research methods, and preservation techniques.

Communication skills are also essential to interact with various departments and agencies to understand their archival needs and provide appropriate solutions.

 

Do Government Records Archivists need a degree?

Yes, a degree in history, library science, archival science, public administration or a related field is often required.

Some positions may require a master’s degree.

Specialized training or experience in information management and digital archiving can be an asset, as well as professional certifications from recognized archival institutions.

 

What should you look for in a Government Records Archivist resume?

Look for a strong background in records management, including work with digital records.

Experience in government settings is a plus.

Check for knowledge of laws and regulations related to records retention and disposal, and experience with records management software and databases.

Additionally, any certificates or additional training in archival science can be beneficial.

 

What qualities make a good Government Records Archivist?

A good Government Records Archivist is meticulous, has a keen eye for detail and is highly organized, as they will be dealing with a vast amount of information that needs to be properly classified and stored.

They should also be adaptable, as the nature of records and technology is constantly evolving.

Strong problem-solving skills are essential, as well as the ability to work independently and make sound decisions.

 

Is it challenging to hire a Government Records Archivist?

It can be challenging to hire a Government Records Archivist because the role requires a unique blend of skills – an understanding of archival science, legal knowledge related to public records, and technical skills related to digital archiving.

Additionally, security clearances may be necessary, which can prolong the hiring process.

However, with a comprehensive job description and a clear understanding of the role’s needs, it is possible to find qualified candidates.

 

Conclusion

And there it is.

Today, we’ve illuminated the ins and outs of being a government records archivist.

Surprised?

It’s not just about cataloging old documents.

It’s about preserving history, one record at a time.

Armed with our comprehensive government records archivist job description template and practical examples, you’re ready to take the next step.

But why limit yourself?

Go further with our job description generator. It’s your essential tool for crafting precise job listings or refining your resume to flawlessness.

Remember:

Every archived record is a part of our collective heritage.

Let’s preserve that history. Together.

How to Become a Government Records Archivist (Complete Guide)

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