How to Become an Archivist in the Digital Age: Essential Duties, Skills, and Qualifications (2024)

An archivist we is a professional who is responsible for the preservation, organization, and management of records and historical documents of enduring value. These records can include anything from centuries-old manuscripts and government records to digital files and audio-visual materials.

The role of an archivist goes beyond simply storing documents; they ensure that these records remain accessible and are preserved in conditions that will last for future generations.

They typically work in libraries, museums, government institutions, universities, or corporate settings. They play a crucial role in maintaining the integrity of a society’s historical and cultural heritage by preserving original records and creating systems for easy retrieval of information.

What Does an Archivist Do?

They are entrusted with the essential responsibility of preserving and managing records that hold historical, legal, or cultural significance. These records could be centuries-old manuscripts, official government documents, or even modern digital files. Here are the key responsibilities and tasks archivists handle on a day-to-day basis:

1. Preserving Records: they ensure that both physical and digital records are stored under proper conditions to prevent damage from environmental factors such as humidity, temperature, or even digital obsolescence. For physical records, archivists may use specialized techniques and materials to prevent deterioration.
2. Cataloging and Organizing: This involves labeling documents, categorizing them according to specific criteria, and ensuring they can be easily retrieved when needed. They often use databases and cataloging software to maintain these systems.
3. Digital Archiving: They manage digital files, including emails, photographs, and videos. They must ensure that digital records are stored securely and in formats that will remain accessible over time. This might involve migrating data to new formats as technology evolves.
4. Access and Retrieval: They serve as the gatekeepers of information. They often help researchers, historians, and the public access specific records, ensuring that important historical documents are available for study or public inquiry. This might include creating digital copies or facilitating physical access to archived materials.
5. Assessing the Value of Records: Not all documents have enduring value, and one of an archivist’s key roles is deciding what should be preserved and what can be discarded. This process is known as “appraisal.” they must weigh the legal, historical, and cultural importance of a record before determining its fate.
6. Implementing Technology: They rely on digital tools to manage and preserve records. This includes databases for cataloging, scanning equipment for creating digital copies, and software for metadata management.
7. Ethical Considerations and Privacy: Archivists must balance access to information with privacy concerns. This is particularly important when dealing with sensitive records such as personal data, government documents, or corporate archives. Ethical considerations play a huge role in determining who gets access to certain records.

RELATED: How to Become a Librarian in the Digital Age: Essential Duties, Skills, and Qualifications (2024).

Key Skills and Qualities of a Successful Archivist.

A career as an archivist requires a unique blend of skills and personal qualities. Here are the most essential attributes that aspiring archivists should develop:

• Attention to Detail: They work with collections of records, with their own unique history and context. Being careful is critical, as even small mistakes in cataloging or preservation can lead to the loss of valuable information. Attention to detail ensures that records are properly categorized, preserved, and accessible.
• Research Skills: They often research to understand the historical context of the materials they work with. They may need to dive into the background of documents, analyze their significance, and understand how they fit into the larger historical narrative. Strong research skills help archivists make informed decisions about what to preserve and how to categorize materials.
• Technological Proficiency: Archivists must be adept with technology. From using specialized software for cataloging and databases to digitizing physical records, archivists must stay updated with the latest tools and technologies in the field. This also includes understanding digital preservation techniques and ensuring data remains accessible in the future.
• Communication Skills: They often work with a variety of people, from researchers and historians to government officials or corporate executives. Effective communication helps archivists explain the significance of records, guide users through collections, and even advocate for the preservation of important historical documents.
• Analytical Thinking: When appraising records, archivists must think critically about their value. What makes one document worth preserving over another? Analytical thinking helps archivists assess the long-term importance of records, understand their cultural or historical significance, and determine how best to organize them for future use.

How to Become an Archivist.

Here’s a detailed, step-by-step guide on how you can embark on this rewarding career path in India:

5. Earn a Relevant Bachelor’s Degree: The most common fields of study include history, library science, archival studies, museum studies, and information science. These disciplines provide the foundational knowledge you’ll need to work with historical records and documents.
6. Pursue a Master’s Degree: While not always required, pursuing a Master’s degree can significantly enhance your career prospects. A Master’s in Archival Science, Library and Information Science, or even Museum Studies can provide deeper insights into archival theory, preservation methods, and digital archiving.
7. Gain Practical Experience through Internships or Volunteering: Having hands-on experience is crucial for aspiring archivists. Internships or volunteering opportunities allow you to apply theoretical knowledge in real-world settings and gain insights into the daily work of an archivist. In India, you can seek internships at museums (e.g., the National Museum in Delhi), historical societies, libraries, or even corporate archives.
8. Develop Technical Skills for Digital Archiving: In today’s digital world, archivists are expected to manage digital as well as physical records. It’s essential to familiarize yourself with archival software, databases, and digital preservation tools. Some common tools used in digital archiving include Archivematica, DSpace, and CONTENTdm. You should also develop skills in metadata management and digital formats, as they are becoming increasingly important in modern archival work.
9. Get Certified: While India does not have a formal certification process for archivists, some may opt for international certifications that enhance their professional standing. For example, in the US, the Academy of Certified Archivists (ACA) offers a certification program. These credentials can help boost your employability, especially if you’re interested in working for international organizations or digital archives.
10. Join Professional Associations and Networks: Networking is essential in the field of archiving. By joining professional associations, you can connect with fellow archivists, learn about job opportunities, and stay updated on the latest trends and developments in the field.

What is the Salary of an Archivist in India?

The salary of an archivist in India can vary depending on education, experience, the sector of employment, and the specific role they take on. Here’s a closer look at what you can expect:

• Entry-Level Salaries: Fresh graduates or those just starting in the archival field can expect a starting salary in the range of ₹2.5 to ₹4 lakh per year. Entry-level positions may include roles such as assistant archivists or archival technicians in museums, government archives, or corporate institutions.
• Mid-Level Professionals: With 3–5 years of experience, they can expect to earn between ₹5 lakh to ₹7 lakh per year. At this level, archivists often take on more specialized roles, handling digital archives, managing larger collections, or supervising junior staff. Experience in specific sectors, such as corporate or legal archives, can also lead to higher compensation.
• Senior-Level and Specialized Archivists: Senior archivists, department heads, or those with significant expertise in specialized fields such as digital archiving or conservation can command salaries of ₹8 lakh to ₹12 lahks per year or more. These roles are often found in government institutions, large multinational corporations, or prestigious universities.
• Government vs. Private Sector: Those employed in government sectors may have fixed salary scales based on their position and grade level, whereas those working in private organizations—such as multinational corporations—may have higher earning potential, especially if they are involved in the management of confidential or large-scale digital records.
• Global Comparison: While the salary for archivists in India is lower than in countries like the United States or the UK, the cost of living in India is also lower. In more developed countries, archivists may earn anywhere from ₹30 lakh to ₹50 lakh per year, making it a lucrative career option for those willing to pursue international opportunities.

Job Opportunities for Archivists in India.

The scope of job opportunities in India is diverse, spanning multiple sectors that require the expertise of preserving, organizing, and managing important records.

They are not limited to working in museums or historical institutions; the demand for skilled professionals in the digital age has expanded into corporate, legal, and government sectors.

Here’s a breakdown of potential career paths and job opportunities for archivists in India:

1. Government Institutions.

India has a rich historical and cultural heritage, and many government institutions maintain vast collections of records, manuscripts, and historical documents. As an archivist, you may find opportunities at:

• The National Archives of India: One of the most prestigious places for archivists, where the country’s most important historical documents are preserved. They manage both physical and digital collections, making it an excellent place for those passionate about preserving history.
• State and Municipal Archives: Every state has its own archival institutions, and archivists are needed to preserve regional history, government records, and cultural artifacts.
• Ministry of Culture: Various departments under the Ministry of Culture, such as the Archaeological Survey of India (ASI), provide employment opportunities for archivists who specialize in the conservation, preservation, and cataloging of ancient records.

2. Museums and Libraries.

India boasts many world-class museums and libraries, which rely on archivists to manage their vast collections. For example:

• National Museum (New Delhi) and Chhatrapati Shivaji Maharaj Vastu Sangrahalaya (Mumbai) are home to significant collections of art, manuscripts, and artifacts that require proper management and preservation.
• Public and university libraries: Large academic institutions like Jawaharlal Nehru University (JNU) and the University of Delhi have extensive collections that require skilled archivists to organize and manage records for researchers, scholars, and students.

3. Corporate Sector.

Many large corporations maintain archives to store important business records, legal documents, and historical company data. Multinational companies, particularly those involved in finance, legal services, and media, often have dedicated archival teams.

They manage both physical and digital assets, ensuring the secure storage and retrieval of vital company information. Some major corporate players with archival needs include:

• Banks and financial institutions: Ensuring the security and confidentiality of historical financial records.
• Media companies: News organizations, film studios, and production houses rely on archivists to manage years of broadcast and print records.
• Legal firms: Large legal firms often employ archivists to organize and maintain legal documentation in line with confidentiality and compliance standards.

4. Academic and Research Institutions.

Universities and research centers in India maintain a large volume of data, including historical records, research papers, and dissertations.

They are vital in ensuring these collections remain well-organized, accessible, and preserved. Many academic institutions offer full-time archival roles, particularly those with a focus on history, culture, and heritage research.

 5. Cultural Organizations and NGOs.

NGOs focused on cultural preservation and heritage, such as INTACH (Indian National Trust for Art and Cultural Heritage), often require archivists to manage their projects, especially those related to documenting endangered heritage. These organizations work on initiatives such as digitizing heritage documents or preserving oral histories, providing valuable opportunities for those interested in cultural preservation.

6. Digital Archives and IT Companies.

As digital archives grow in importance, companies specializing in information technology are increasingly hiring archivists to manage vast collections of digital records. Those working in these roles ensure that digital data is preserved, encrypted, and easily accessible. Specializations like digital asset management and metadata management are growing fields within this domain.

As an archivist, you’ll be at the forefront of ensuring that crucial documents and records, both physical and digital, are well-preserved for future generations. This career path offers a unique blend of history, technology, and organizational skills, making it suitable for individuals with diverse interests.

FAQs.

1. What does an archivist do in the digital age?

An archivist manages and preserves important digital and physical records. They organize, store, and make information accessible for future use.

2. What skills do I need to become a digital archivist?

It would help if you were good at organizing information, using technology, and paying attention to detail. Basic IT and data management skills are also important.

3. Do I need a degree to become an archivist?

Yes, most archivists in India have a degree in history, library science, information management, or archival studies.

4. What are the main duties of a digital archivist?

A digital archivist organizes, stores, and secures digital records like photos, videos, and documents. They also make sure the information is easy to find and use.

5. What software do digital archivists use?

They use software for data storage, file management, and security. Some common tools include digital asset management systems (DAMS) and content management systems (CMS).

6. Can I become an archivist without technical skills?

Technical skills are important in today’s digital world. You need to understand how to use computers, databases, and other digital tools to manage archives.

7. How can I gain experience in this field?

You can intern or volunteer at libraries, museums, or government offices where archiving work is done. Hands-on experience helps a lot.

8. Is there a demand for archivists in India?

Yes, the demand for digital archivists is growing as more companies and organizations go digital.

9. How can I stay updated in this field?

You can join workshops, online courses, or professional organizations like the Indian Association of Special Libraries and Information Centres (IASLIC).

10. What is the average salary of a digital archivist in India?

The average salary for digital archivists in India ranges from ₹3-6 lakhs per year, depending on experience and location.