How to Become a Corporate Archivist (Files are Your Future!)

If you’ve ever dreamed of safeguarding vital corporate history or wondered what it takes to become a corporate archivist, you’ve landed on the right page.

In this guide, we’ll delve into the SPECIFIC steps you need to take to jumpstart your career as a corporate archivist. We’ll discuss:

The essential skills required.
The education that can propel you towards your goal.
How to secure your first job as a corporate archivist.

So, whether you’re a novice in the field of archiving or a seasoned professional aiming to specialize, keep reading.

We’re about to unfold the roadmap to becoming a corporate archivist.

Let’s embark on this journey!

Contents show

Steps to Become a Corporate Archivist

Step 1: Understand the Role of a Corporate Archivist

A corporate archivist is responsible for managing and preserving a company’s documents and records.

This includes understanding the legal, administrative, and historical values of these documents.

The archivist maintains the integrity of the information, organizes it in a way that’s easy to access, and ensures its safe storage and preservation.

To understand this role, you should familiarize yourself with the various tasks involved, such as cataloging, digitizing, and preserving documents, as well as determining which documents should be retained or discarded based on their value to the company.

You should also understand the principles of records management and the legal requirements related to document preservation.

Furthermore, corporate archivists often interact with other departments in the company, so good communication and interpersonal skills are also important.

They may also have to conduct research using the archives, assist others in their research, and even create exhibits or presentations.

It’s advisable to reach out to professionals in this field, through networking or informational interviews, to gain first-hand insight about the role and responsibilities of a corporate archivist.

Step 2: Obtain a Relevant Bachelor’s Degree

In order to become a Corporate Archivist, you must first obtain a relevant bachelor’s degree.

This could be in a field such as History, Library Science, or Information Science.

These programs will provide you with a solid foundation in understanding historical events and documents, as well as the methods used in preserving, cataloging, and retrieving information.

During your undergraduate studies, aim to take courses that focus on archival studies, record management, cataloging, and digital archives.

This will not only broaden your knowledge in the field but also give you an understanding of the practical aspect of being an archivist.

Additionally, consider taking courses in business administration or corporate law, as these subjects will also be beneficial given the corporate context of your future role.

Understanding the business world can help you make strategic decisions about what information to preserve and how to organize it for easy access.

While a bachelor’s degree is the minimum requirement, many corporate archivists choose to pursue a master’s degree in archival studies or a related field to further enhance their expertise and increase job opportunities.

Many employers prefer candidates with a master’s degree as it signifies advanced knowledge and research in the field.

Step 3: Gain Experience with Archival Materials

As a budding corporate archivist, it is vital to gain hands-on experience with a variety of archival materials.

This could include physical documents, digital records, photographs, or even audio and video files.

Understanding how to properly handle, preserve, and organize these materials is a key part of the job.

Start by seeking internship opportunities, volunteer roles or part-time jobs in libraries, museums, historical societies, or any other institutions that handle archival materials.

This can help you gain practical skills in preserving, cataloging, and digitizing records.

Additionally, pursue opportunities to work with records management systems, databases, and other technological tools commonly used in this field.

A good understanding of data management, cataloguing systems and digital archiving methods is crucial in this modern age.

If possible, try to find positions or internships that align with the industry you are interested in.

For example, if you want to become a corporate archivist for a media company, try to find opportunities that allow you to work with multimedia archives.

Remember that every bit of experience counts.

Even if a role does not specifically involve archiving, any experience with handling and organizing information can be beneficial.

You never know when skills such as research, data analysis, or even customer service will come in handy in your future career.

Step 4: Consider a Master’s Degree

While a bachelor’s degree in library science or history can get you started in a career as a corporate archivist, pursuing a master’s degree could greatly enhance your job prospects and advancement opportunities.

Many employers prefer corporate archivists with advanced degrees in archival studies, library science, or history.

These programs typically provide more specialized training, including courses in preservation management, digital archiving, and administrative law.

You might also choose to focus on a particular area of interest, such as business archives, digital preservation, or special collections.

Another key aspect of a master’s program is the potential for hands-on experience.

Many programs offer internships or work placements at libraries, museums, corporations, or government agencies.

This practical experience can be invaluable when it comes to securing a job post-graduation.

Consider whether you want to pursue a thesis or non-thesis master’s degree.

If you wish to work directly in the field, a non-thesis route may be preferable.

However, if you’re considering pursuing a Ph.D. in the future or interested in research, a thesis-based degree could be more advantageous.

Remember that further education is an investment in time and money, so consider your long-term career goals and financial situation before deciding whether to pursue a master’s degree.

Step 5: Develop Necessary Skills

As a corporate archivist, there are a variety of skills that you will need to acquire to be successful in this role.

These include strong organizational skills, understanding of preservation techniques, ability to create archival systems and classifications, as well as knowledge of digital archiving solutions.

You also need to have a deep understanding of the company’s history and business operations, as you will be responsible for preserving and providing access to important corporate records and documents.

It is also essential to have excellent research skills as this role often requires uncovering and understanding historical information.

Good communication skills are also a must as you will often need to explain the relevance and importance of archived materials to others in the company.

Knowledge of the latest technologies and software used in archiving is also crucial in this digital age.

This includes familiarity with databases, digital repositories and other information management systems.

You can develop these skills through on-the-job experience, professional development courses, and by staying up-to-date with the latest trends and practices in the field of archives and records management.

Remember, the role of a corporate archivist is not just about preserving the past, but also about using historical records to inform the present and future decisions of the company.

Therefore, developing a strategic and analytical mindset is also important.

Step 6: Join Professional Organizations

Joining professional organizations can be an invaluable step in your career as a corporate archivist.

Organizations like the Society of American Archivists (SAA) or the Academy of Certified Archivists (ACA) offer networking opportunities, professional development courses, and resources that can be of great help to your career.

By participating in these organizations, you will stay up to date with the latest advancements in the field of archiving, keep informed about job opportunities, and have the chance to connect with other professionals in the industry.

Attending conferences and workshops provided by these organizations can also give you a platform to share your research and findings, get insights from accomplished archivists, and continuously improve your skills.

Additionally, earning certifications offered by these professional bodies can further validate your expertise and commitment to the profession, potentially making you more appealing to prospective employers.

Remember, active participation in these organizations can be as important as membership itself, so try to engage in discussions, join committees, and contribute to newsletters or journals whenever possible.

Step 7: Obtain Certification

Obtaining professional certification is a crucial step in pursuing a career as a corporate archivist.

Certification ensures you have the knowledge and skills required to perform the job well and can also make you more appealing to potential employers.

The Academy of Certified Archivists (ACA) offers a Certified Archivist (CA) credential that is recognized across the profession.

The ACA certification process involves meeting specific educational and experience requirements, as well as passing an examination.

The exam is designed to assess your understanding of archival principles, practices, and issues.

It tests your ability to apply this knowledge to practical situations.

You will need to meet the eligibility requirements before applying for certification.

This usually includes a master’s degree in archival studies, library science, or a related field, and a minimum of two years professional archival experience.

Some archivists may choose to get certified in a specific area of archiving, such as digital archiving or records management.

Once you have obtained your certification, you will need to maintain it by meeting continuing education requirements and renewing your certification every five years.

This helps ensure that you stay up-to-date with the latest developments and best practices in the field.

Step 8: Build Technological Competency

As a Corporate Archivist, it’s crucial to develop skills in using archival software and digital preservation systems.

This is because much of the archival work now involves digital records, and proficiency with various databases, digitization equipment, and metadata standards is fundamental for efficient and effective archival management.

You should familiarize yourself with Electronic Document and Records Management Systems (EDRMS) and other archive related software such as PastPerfect, Archivists’ Toolkit, or ArchiveSpace.

Other valuable technological skills may include understanding of digital preservation techniques, experience with XML and EAD (Encoded Archival Description), and proficiency in using a variety of scanning and imaging equipment.

In addition, strong general IT skills are essential.

This includes a working knowledge of Microsoft Office Suite, Adobe Creative Suite, and other business software.

You should also be comfortable troubleshooting hardware and software issues, as you may need to work with different types of computer systems and digital media formats.

If possible, seek out opportunities to gain practical experience with these technologies, either through your education, internships, or on-the-job training.

It’s also helpful to keep current with the latest technologies and trends in the field, as the world of digital archiving is continually evolving.

This technological competency will enhance your ability to manage digital collections, ensure their longevity, and increase their accessibility, making you a valuable asset in the corporate archive sector.

Step 9: Find Entry-Level Opportunities

After completing your degree and gaining relevant experience through internships or volunteer work, the next step in becoming a Corporate Archivist is to find entry-level opportunities.

These positions often require less experience and provide a chance for you to put your academic training to work in a practical setting.

Job boards, career services at your university, professional networking, and professional organizations related to archiving and records management, such as the Society of American Archivists or the Association of Records Managers and Administrators, can be useful resources for finding these opportunities.

Entry-level positions in corporate archives could range from assistant archivist to records management associate.

These jobs will give you hands-on experience in managing, preserving, and accessing company records, which is critical in your development as a Corporate Archivist.

Remember to tailor your resume and cover letter to each job application, highlighting your education, skills, and any relevant experience.

Prepare for interviews by researching the company and its archive policies, and be ready to discuss how your unique abilities and experiences make you a strong candidate for the role.

With determination and persistence, this step can lead you to rewarding career opportunities in the field of corporate archiving.

Step 10: Expand Your Experience and Seek Advancement

As you progress in your career as a corporate archivist, it’s important to continually seek new opportunities to gain experience and advance in your role.

Consider engaging in professional development activities such as attending workshops, conferences, and seminars.

These events not only provide a platform to learn about the latest trends and technologies in the field of archiving, but also offer opportunities to network with other professionals in the field.

Look for opportunities to take on more responsibility at work, whether it involves handling more complex archiving projects, supervising other archivists, or even managing the entire records management program of your organization.

You may also consider seeking certifications from professional bodies such as the Academy of Certified Archivists or the Institute of Certified Records Managers, which can demonstrate your expertise and commitment to the profession.

Always keep an eye on job opportunities that offer higher positions and better pay.

You might aim for roles such as Senior Archivist, Records Manager, or even Director of Archives.

Remember, career advancement often requires a combination of education, experience, and demonstrated leadership skills.

Maintaining your professional network is also crucial for advancement.

Join professional organizations related to archiving and records management, participate actively in their programs and contribute to their publications.

This not only helps you stay updated, but also establishes you as a professional in your field.

Step 11: Network and Collaborate

As a Corporate Archivist, the importance of networking and collaborating with other professionals cannot be overstated.

This is a crucial step in advancing your career and expanding your job opportunities.

You should aim to attend industry conferences, seminars, and workshops to meet other archivists, corporate historians, records managers, and information professionals.

These connections can provide valuable guidance, offer insights into new archiving technologies and methodologies, and may even lead to job opportunities.

Join professional organizations such as the Society of American Archivists (SAA), the Association of Canadian Archivists (ACA), or the International Council on Archives (ICA).

These organizations often have networking events, provide professional development resources, and often have job boards for members.

In addition, look for opportunities to collaborate on projects within your organization or with peers in the industry.

Not only does collaboration allow you to learn from others and share your knowledge, but it can also strengthen your professional reputation.

Remember to be active on professional online platforms like LinkedIn, where you can connect with other professionals in your field globally, share your accomplishments and stay updated on industry trends.

Networking and collaboration are ongoing processes, so continually look for new opportunities to engage with other professionals in your field.

Step 12: Maintain a Portfolio of Your Work

Maintaining a comprehensive and detailed portfolio of your work is a critical step in the career of a Corporate Archivist.

This portfolio can serve as an archive of your professional achievements and showcase your abilities to prospective employers or clients.

It should include samples of your work, such as organizing and cataloging records, creating digital repositories, undertaking research projects, and preserving and restoring documents.

In your portfolio, make sure to include detailed descriptions of the projects you have undertaken, the challenges you faced, and how you overcame them.

Highlight any innovative methods or techniques you used in the preservation and organization of corporate records.

Also, emphasize any noteworthy accomplishments, such as a successful digitization project or the discovery and restoration of crucial historical corporate documents.

These examples can demonstrate your skills in dealing with both physical and digital records.

Regularly update your portfolio as you continue to work on different projects, learning new methods, and improving your skills.

This will not only show your progression and growth as a Corporate Archivist but also ensure your portfolio remains relevant to the evolving demands and trends in the field.

Step 13: Stay Informed About Industry Trends

As a corporate archivist, it is essential to remain updated with the latest trends and technologies in the archiving industry.

This can include understanding the new ways of digital archiving, management of digital records, data protection and privacy laws, and data retrieval processes.

Being knowledgeable about these trends can help you better perform your duties and responsibilities.

It is also crucial in ensuring that the organization’s records are managed according to the latest standards and best practices.

This knowledge can be obtained through regular reading of industry-related publications, attending seminars, workshops, and conferences, or enrolling in relevant professional development courses.

By staying informed, you can also identify potential challenges and opportunities that may affect the organization’s records management.

This can help the organization stay competitive and compliant with the regulatory standards.

Additionally, being aware of the industry trends also allows you to contribute to the development of new strategies and techniques for archiving within your organization, making you an invaluable asset to your company.

Corporate Archivist Roles and Responsibilities

Corporate Archivists play a crucial role in preserving the historical records and documents of an organization.

They manage the acquisition, organization, and preservation of an organization’s documents while also making them accessible to employees, researchers, and the public.

They have the following roles and responsibilities:

Record Management

Identify, collect, and preserve important records of an organization.
Organize and classify records based on their source, format, and importance.
Develop record retention and disposal schedules.

Preservation

Implement techniques to preserve physical and digital records.
Monitor environmental conditions to prevent damage to physical records.
Develop disaster recovery plans to safeguard records.

Access and Use

Create finding aids and other tools to help users access records.
Enforce rules governing access and use of materials.
Digitize records to make them more accessible to users.

Research and Reference Services

Provide research and reference services to users.
Answer queries from users about the records.

Policy Development

Develop policies and procedures for the acquisition, processing, and use of records.
Ensure compliance with laws and regulations affecting records.

Outreach

Plan and conduct outreach activities like exhibitions, presentations, and tours.
Promote the use of records in the organization and the broader community.

Training

Train staff on records management principles and practices.
Educate users on how to access and use records.

Documentation

Document archiving processes and procedures.
Maintain accurate records of items in the archive.

Collaboration

Work closely with other departments in the organization.
Partner with other archives and institutions for joint projects.

Professional Development

Keep up-to-date with the latest trends and best practices in archiving.
Attend conferences, workshops, and training programs.

Advocacy

Advocate for the importance of archives in the organization and the broader community.
Raise awareness about the value of historical records.

Budget Management

Manage the budget for archive operations.
Seek funding opportunities for archive projects.

What Does a Corporate Archivist Do?

A Corporate Archivist typically works for large corporations or institutions.

They are responsible for the organization, preservation, and maintenance of historical records and documents related to the organization.

Their main task is to collect and manage important historical and current documents, digital files, photographs, videos, and other relevant archival materials.

This could include anything from company reports, minutes of meetings, promotional material, to employee records.

Corporate Archivists also establish a systematic approach to categorize and easily retrieve these files.

They use document management and digital archiving systems to securely store and preserve such information.

They often work in collaboration with other departments such as legal, human resources, or public relations, to ensure that documents are accessible when needed and meet all legal and regulatory requirements.

In addition, Corporate Archivists may also conduct research using the stored materials and provide reference services to individuals seeking information about the company’s history and operations.

They also oversee the organization’s record retention policy, ensuring that outdated or unnecessary documents are destroyed in a manner that complies with laws and regulations.

Lastly, they may also plan and oversee exhibitions or presentations about the company’s history, using materials from the archives.

Essential Corporate Archivist Skills

Research and Analysis: Corporate archivists must be able to effectively research and analyze historical documents and other forms of organizational data. This includes understanding the historical context of documents and accurately interpreting their contents.
Cataloging: One of the primary tasks of a corporate archivist is to catalog archival materials. This requires strong organizational skills, attention to detail, and the ability to create detailed records for easy retrieval of documents.
Communication: Corporate archivists often collaborate with various departments within the organization. They need to communicate effectively, whether it’s explaining the significance of a document, presenting findings, or working with others to preserve and maintain archives.
Preservation Techniques: Knowledge of document preservation techniques is crucial in this role. This includes understanding environmental controls, disaster recovery, and digital preservation strategies.
Technology Proficiency: From database management systems to digitization tools, corporate archivists should be familiar with a range of archival technologies. They may also need to learn proprietary software specific to their organization.
Project Management: Corporate archivists often oversee archiving projects, requiring them to manage resources, schedules, and tasks efficiently. Understanding project management principles can aid in the successful completion of these projects.
Documentation: Writing clear, concise, and accurate descriptions of archival materials is an essential skill. This can include creating finding aids, catalog entries, or detailed reports on the collections.
Historical Knowledge: Having a strong understanding of the company’s history, industry trends, and legal requirements can help in selecting, preserving, and interpreting archival materials.
Information Management: Corporate archivists must have a strong understanding of information management principles. This includes knowledge of data privacy, records management, and information governance.
Problem-Solving: Archivists often encounter challenges such as damaged documents, disorganized collections, or technical issues. The ability to solve problems creatively and efficiently is crucial in these situations.
Interpersonal Skills: Archivists may need to interact with a variety of individuals, from employees to researchers to executives. The ability to establish good relationships and interact professionally is vital in this role.
Attention to Detail: Archiving requires meticulous attention to detail to ensure that every document is correctly categorized, stored, and retrievable.
Understanding of Legal and Ethical Guidelines: Archivists must be familiar with legal and ethical guidelines regarding record keeping, copyright, and privacy issues.
Digitization Knowledge: In the digital age, understanding how to digitize physical documents, and managing digital archives is important.
Adaptability: Corporate archivists need to be adaptable as they may be required to manage a variety of tasks, from digitization projects to historical research, and even staff training on records management.

Corporate Archivist Career Path Progression

The Foundation: Entry-Level Archivist

The first step in this career path is often an Entry-Level Archivist.

At this stage, your primary responsibilities may involve organizing and preserving various materials, assisting researchers, and learning about archival practices.

Here’s how you can grow in this role:

Learn Continuously: Keep yourself updated with the latest archival standards and practices.
Seek Mentorship: Look for guidance from experienced archivists to build your skills and knowledge.
Detail-Oriented: Focus on accuracy and attention to detail as you organize and catalog materials.

The Ascent: Mid-Level Archivist

As you accumulate experience and refine your skills, you can progress to the role of a Mid-Level Archivist.

You’ll take on more complex tasks, like creating detailed finding aids, planning exhibits, and even supervising junior staff.

To excel in this stage:

Communication Skills: Develop strong communication skills to assist researchers effectively and collaborate with your team.
Project Management: Learn to manage multiple projects simultaneously and prioritize tasks efficiently.
Technical Expertise: Familiarize yourself with different archival software and technologies to streamline your work.

Reaching New Heights: Senior Archivist

Next, you may advance to the position of a Senior Archivist.

You’ll play a leading role in acquisition and preservation strategies, provide expert consultations, and possibly manage a team of archivists.

To succeed as a Senior Archivist:

Leadership: Demonstrate leadership skills and guide your team towards achieving its goals.
Strategic Planning: Develop effective strategies for the acquisition, organization, and preservation of materials.
Mentorship: Share your expertise and mentor junior archivists to help them grow professionally.

Beyond the Horizon: Archival Manager or Director

Further down the line, you may become an Archival Manager or Director.

These roles involve overseeing all archival operations, making strategic decisions, and ensuring compliance with relevant regulations.

Here’s what to focus on:

Management Skills: Develop strong leadership and management skills to direct your team and manage operations effectively.
Policy Development: You may be involved in developing or revising archival policies and procedures.
Advocacy: Advocate for the importance of archives and promote their use within your organization and to the public.

Pinnacle of Success: Chief Archivist or Director of Archives

At the pinnacle of this career path, you may become a Chief Archivist or Director of Archives.

These roles require strategic vision, leadership, and a deep understanding of archival practices.

You’ll be responsible for setting the direction for your organization’s archival strategy, managing a large team, and making key decisions.

Corporate Archivist Salary

Entry-Level Corporate Archivist

Median Salary: $40,000 – $60,000 per year
Entry-level corporate archivists typically have 0-2 years of experience and may hold bachelor’s or master’s degrees in history, library science, or related fields. They assist in the organization and preservation of a company’s historical documents and records.

Mid-Level Corporate Archivist

Median Salary: $60,000 – $80,000 per year
Mid-level archivists have 2-5 years of experience and often take on more complex responsibilities in maintaining and cataloging archival materials, providing research assistance, and managing digital archives.

Senior Corporate Archivist

Median Salary: $80,000 – $110,000 per year
Senior archivists possess 5+ years of experience and are responsible for leading archival projects, making decisions about the preservation and conservation methods, and mentoring junior archivists.

Head of Archives / Director of Archives

Median Salary: $100,000 – $150,000+ per year
These roles come with significant experience and often involve managing all archival activities, developing policies and procedures, and overseeing the strategic direction of the archives department.

Chief Archivist / Vice President of Archives

Median Salary: $130,000 – $200,000+ per year
These high-level positions require extensive experience, and deep expertise in archival science, and often involve setting the strategic direction for the company’s archival practices and policies.

Corporate Archivist Work Environment

Corporate Archivists work primarily in a corporate setting, which could be any large business or corporation across a wide range of industries.

These professionals may also find employment in government agencies, educational institutions, museums, libraries, and non-profit organizations.

The work environment for a Corporate Archivist is typically an office setting, although it may also include archive storage areas where historical documents and materials are kept.

Some travel may be required, especially when the corporation has multiple sites or when visiting other archives, libraries, or offices.

The role often involves collaboration with other departments within the corporation, such as Legal, Records Management, and Public Relations.

Working hours for Corporate Archivists are usually standard business hours, although they may need to work overtime during peak business periods or when undertaking large-scale archiving projects.

As they progress in their career, a Corporate Archivist may have the opportunity to manage a team or entire department, or even to develop a corporate archive program from scratch.

FAQs About Becoming a Corporate Archivist

What is needed to become a corporate archivist?

To become a corporate archivist, you typically need a bachelor’s degree in history, library science, archival science or a related field.

Many employers also prefer candidates with a master’s degree in library science or archival studies.

Important skills include knowledge of archival principles and procedures, understanding of record management, ability to use digital archiving systems, strong analytical skills and attention to detail.

In addition, you need excellent organizational skills, problem-solving abilities, and communication skills.

How long does it take to become a corporate archivist?

The time it takes to become a corporate archivist depends on your educational path and experience.

A bachelor’s degree usually takes around four years to complete.

If you decide to pursue a master’s degree, that can add another two years to your timeline.

Additionally, gaining practical experience through internships or part-time jobs in libraries, museums or archives can be beneficial and might take additional time.

Can I become a corporate archivist without a degree?

While it’s possible to enter the field with substantial experience, most employers require at least a bachelor’s degree for corporate archivist positions.

Many also prefer candidates with a master’s degree in library science, archival studies or a related field.

Knowledge and skills in archival procedures, record management, and digital archiving systems are usually essential, and these are typically learned through formal education.

Is being a corporate archivist a stressful job?

Like any job, being a corporate archivist can have its stressful moments.

These might be related to managing large volumes of records, dealing with time-sensitive projects, or ensuring the preservation and integrity of important documents.

However, many corporate archivists find the job rewarding and enjoy the process of organizing and preserving historical information.

The level of stress can vary greatly depending on the particular corporate environment.

What are the career prospects for corporate archivists in the next decade?

The demand for corporate archivists is expected to grow in the next decade.

As more companies recognize the importance of properly managing and preserving their records, the need for skilled archivists will increase.

In addition, the ongoing shift towards digital record-keeping creates new opportunities for archivists with skills in digital archiving and electronic records management.

Conclusion

And there you have it.

Pursuing a career as a corporate archivist is no small task, but it’s undoubtedly fulfilling.

Equipped with the right knowledge, educational background, and persistence, you’re on the right track to make a substantial contribution in the corporate world.

Remember, the journey might be tough, but the prospects are boundless. Your expertise in managing and preserving important company records could be instrumental in shaping the company’s future decisions and strategies.

So, take that first step. Immerse yourself in continuous learning. Connect with industry professionals. And most importantly, keep honing your archival skills.

Because the corporate world is eagerly awaiting your unique contributions.

And if you’re seeking personalized advice on beginning or advancing your career in corporate archiving, explore our AI Career Path Advisor.

This complimentary tool is designed to provide customized guidance and resources to help you effectively navigate your career journey.

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