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Archivists analyze documents and materials such as government records, minutes of corporate board meetings, letters from famous people, charters of nonprofit foundations, historical photographs, maps, coins, works of art, and nearly anything else that may have historical significance. To determine which documents should be saved, they consider such factors as when the resource was written, who wrote it, and for whom it was written. In deciding on other items to archive, the archivist needs to consider the provenance, or history of creation and ownership, of the materials. They also take into account the physical capacity of their employer's archives. For instance, a repository with very little space for new materials may need to decline the gift of a large or bulky item, despite its potential value.
Archives are kept by various organizations, including government agencies, corporations, universities, and museums, and the value of documents is generally dictated by whichever group owns them. For example, the U.S. Army may not be interested in General Motors' corporate charter, and General Motors may not be interested in a Civil War battle plan. Archivists understand and serve the needs of their employers and collect items that are most relevant to their organizations.
Archivists may also be in charge of collecting items of historical significance to the institution for which they work. An archivist at a university, for instance, may collect new copies of the student newspaper to keep historical documentation of student activities and issues up to date. An archivist at a public library may prepare, present, and store annual reports of the branch libraries in order to keep an accurate record of library statistics.
After selecting appropriate materials, archivists help make them accessible to others by preparing reference aids such as indexes, guides, bibliographies, and descriptions. These research aids may be printed and kept in the organization's stack area, put online so off-site researchers have access to the information, or put on a flash drive or CD-ROM for distribution to other individuals or organizations. Archivists also file and cross-index archived items for easy retrieval when a user wishes to consult a collection.
Archivists may preserve and repair historical documents or send damaged items to a professional conservator. They may also appraise the items based on their knowledge of political, economic, military, and social history, as well as by the materials' physical condition, research potential, and rarity.
Archivists play an integral role in the exhibition programs of their organizations. A university library, for instance, may present an exhibit that honors former Nobel Prize–winning faculty members. Most accomplished faculty members leave their papers—notes, research, experiments, and articles—to their institution. An exhibition might display first drafts of articles, early versions of experiments, or letters between two distinguished scientists debating some aspect of a project's design. Exhibits allow members of the university and the community to learn about the history of an organization and how research has advanced the field. The archivist helps to sort through archival materials and decide what items would make for an interesting exhibition at the institution.
Many archivists conduct research using the archival materials at their disposal, and they may publish articles detailing their findings. They may advise government agencies, scholars, journalists, and others conducting research by supplying available materials and information. Archivists also act as reference contacts and teachers. An employee doing research at the company archives may have little knowledge of how and where to begin. The archivist may suggest that the worker consult specific reference guides or browse through an online catalog. After the employee decides which materials will be of most use, the archivist may retrieve the archives from storage, circulate the collection to the user, and perhaps even instruct the user as to the proper handling of fragile or oversize materials.
Archivists may have assistants who help them sort and index archival collections. At a university library, undergraduate or graduate students usually act as archival assistants. Small community historical societies may rely on trained volunteers to assist the archivist.
Depending on the size of their employing organization, archivists may perform many or few administrative duties. Such duties may include preparing budgets, representing their institutions at scientific or association conferences, soliciting support for institutions, and interviewing and hiring personnel. Some help formulate and interpret institutional policy. In addition, archivists may plan or participate in special research projects and write articles for scientific journals.
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