An archivist is a person responsible for managing archives. Archives are documents created or received and accumulated by a person or organisation in the course of the conduct of affairs and preserved because of their continuing value. Historically, the term has often referred more narrowly to non-current records deposited or selected for deposit in an archival institution.
The word 'archives' is also commonly used to refer to (a) the organisation, agency or program responsible for the selection, care and use of records of continuing value, and (b) the building or place dedicated to their storage, preservation and use.
Archival documents do not come only as text on paper, but include every known form and format in which information can be fixed in the form of records.
Archivists work in a wide variety of places. The Commonwealth and State governments, and some local governments, employ archivists to manage their archival records. Manuscripts libraries and other institutions which collect archives also employ archivists. Business corporations, religious bodies, universities and schools, museums, professional and trade associations, and community organisations are other examples of groups that employ archivists, and some work as private consultants.
The management of archives is based on theoretical principles, which continue to evolve and which are used to guide the practical work of archivists. In recent years, for example, archival theory has focused on how best to achieve proper archival management of electronic records, to ensure they can be preserved and made accessible for the future.
Generally speaking, the principal domains of theoretical and applied knowledge with which a professional archivist must be familiar are -
For more information about archives, and the responsibilities of archivists, recommended introductory reading is Keeping Archives (third edition) published by the Australian Society of Archivists Inc, 2008. ISBN 978-0-9803352-4-8. Buy here
In Australia, the recognised professional body to which archivists belong is the Australian Society of Archivists Inc (ASA).
Professional membership of the ASA requires an Archives Studies qualification from an accredited university (explained elsewhere in this article) plus the equivalent of one year of full-time experience as an archivist (or in closely related work such as records management).
Alternatively, a Professional member can have a university degree (in any subject) plus two years of relevant experience.
The ASA recognises that many people work as voluntary, part-time and honorary archivists, caring for the archives of, for example, schools, community groups and religious bodies. Others combine archives duties with unrelated tasks as part of their responsibilities.
In some such cases, obtaining a qualification is not possible. The ASA therefore has a category of Associate membership, to which those who work as archivists without qualifications (or who simply support the aims of the Society) are welcomed.
Students and others may join as Associate members and upgrade to Professional later.
For further information about ASA membership, see our leaflet An Invitation to Join the Australian Society of Archivists.
Membership of the ASA brings the advantages of receiving our professional literature, making useful contacts with other archivists (socially and professionally!), and keeping up-to-date with the world of archives and archives management in Australia.
Several Australian universities offer courses in archives and related disciplines.
Usually, the course is a Graduate Diploma which requires one year full-time or (normally) two years part-time study. Some universities also offer a Masters degree which requires (normally) one additional year of full time study and/or original research. It may also be possible to complete a Masters degree by combining archives subjects with others such as information technology and management studies.
The exact titles of the courses differ slightly between universities. They are usually taught alongside librarianship, records management, and sometimes information technology management courses. The extent to which the different streams interact varies between the universities. The trend in recent years has been to increase the emphasis on interdisciplinarity between archives studies, and records management and information technology management studies.
The prerequisite for entry to a Graduate Diploma course is a university degree in any subject. Some universities will accept students for the Graduate Diploma without a first degree, if they can show suitable equivalent qualifications and/or experience.
Higher degrees are also offered by a number of the tertiary programs. Details regarding qualification requirements for entry to the programs are available from the individual institutions.
At Graduate Diploma level, the courses generally include subjects on - archives and records management theory and practice (including appraisal and disposal, collecting activities, management and systems development, and client services), information technology and electronic records, research methods and sources, conservation awareness, and general management and professional awareness skills. A field-work placement or practicum in an Archives is usually required.
The Australian Society of Archivists has a program of accrediting university courses in archives and recordkeeping.
For information on accredited courses, see https://www.archivists.org.au/course-accreditation.