Archive and Records Supervisor Overview
As an Archive and Records Supervisor, you hold a vital role in managing an organization’s information lifecycle. Your responsibilities encompass overseeing the acquisition, organization, preservation, and accessibility of records and archival materials. This position is essential in various sectors, ensuring compliance with legal and regulatory requirements while facilitating effective information retrieval.
Key aspects of your role include:
Management of Records: You prioritize the organization and classification of records to maintain order and accessibility. This involves implementing systematic processes for both physical and digital records.
Policy Development: You are responsible for establishing and enforcing policies related to records management, ensuring that your organization adheres to industry standards and best practices.
Oversight of Staff: You supervise a team of records management personnel, guiding their work and supporting their professional development as they assist in daily operations.
Collaboration with Departments: You work closely with various departments to understand their records needs, providing tailored solutions that align with the organization’s goals.
Preservation Efforts: You are tasked with maintaining the integrity of historical and important records through appropriate methods of preservation, safeguarding them against deterioration or loss.
Your role is indispensable as organizations increasingly rely on effective records management to improve efficiency, support decision-making, and enhance transparency in operations. In today’s digital age, the Archive and Records Supervisor also plays a part in navigating challenges related to information overload and data security.
Archive and Records Supervisor Salary
Data sourced from Career One Stop, provided by the BLS Occupational Employment and Wage Statistics wage estimates.
Required Education and Training To Become an Archive and Records Supervisor
To become an Archive and Records Supervisor, specific educational qualifications and training are typically essential. Consider the following degree programs that align with this career path:
Archives and Archival Administration
This program focuses on the preservation and management of historical documents and records. Courses often cover topics such as archival theory, preservation techniques, and digital archiving practices.Library and Information Science
This degree emphasizes the organization and management of information resources. You will learn about cataloging, information retrieval, and the evolving role of libraries in the digital age.Library Science
A degree in Library Science prepares you for various roles within library systems, including the management of records and archives. Coursework typically includes collection management, research methods, and information technology.Records Science
This specialized program teaches the principles of records management, including the lifecycle of records, compliance issues, and the implementation of records management systems.
In addition to obtaining a relevant degree, pursuing internships or volunteer opportunities in archival or records management settings can enhance your practical knowledge and improve your qualifications for this role.
Best Schools to become a Archive and Records Supervisor in U.S. 2024
San Jose State University
University of North Texas
Texas Woman's University
Rutgers University-New Brunswick
Emporia State University
Simmons University
- Administer and maintain libraries or collections of information, for public or private access through reference or borrowing.
- Work in a variety of settings, such as educational institutions, museums, and corporations, and with various types of informational materials, such as books, periodicals, recordings, films, and databases.
- Tasks may include acquiring, cataloging, and circulating library materials, and user services such as locating and organizing information, providing instruction on how to access information, and setting up and operating a library's media equipment.
Required Skills and Competencies To Become an Archive and Records Supervisor
Attention to Detail: You will need to meticulously review and organize documents to ensure accuracy and compliance with legal and regulatory requirements.
Organizational Skills: Effective management of records and archives necessitates strong organizational skills. You must be capable of establishing and maintaining efficient filing systems.
Technical Proficiency: Familiarity with various software applications, including electronic records management systems (ERMS), database management software, and document scanning technology, is essential.
Analytical Thinking: You should be able to assess records and documentation to make informed decisions regarding retention, disposal, and retrieval practices.
Problem-Solving Skills: Situations may arise that require effective troubleshooting and innovative solutions to manage records and handling discrepancies.
Communication Skills: Strong verbal and written communication skills are necessary for conveying information clearly to colleagues, stakeholders, and clients.
Leadership Abilities: As a supervisor, cultivating team collaboration and providing direction will be key. You should be able to motivate and mentor staff in archival practices.
Knowledge of Regulatory Compliance: Understanding laws and regulations related to recordkeeping, such as data protection and freedom of information, is critical for maintaining compliance.
Project Management Skills: You must be adept at coordinating projects, managing timelines, and ensuring that initiatives related to records management are completed effectively.
Interpersonal Skills: Building relationships with various stakeholders will be important, as you may need to collaborate across departments to enhance records management practices.
Adaptability: The field of records management is constantly evolving, so being open to new technologies and methods will help you stay current and improve processes.
Time Management: You will often have multiple tasks and deadlines to manage, making the ability to prioritize effectively essential for success.
Job Duties for Archive and Records Supervisors
Check books in and out of the library.
Review and evaluate materials, using book reviews, catalogs, faculty recommendations, and current holdings to select and order print, audio-visual, and electronic resources.
Teach library patrons basic computer skills, such as searching computerized databases.
Data base user interface and query software
- Blackboard software
- Structured query language SQL
Library software
- Online Computer Library Center (OCLC) databases
- Surpass management system software
Web platform development software
- Cascading style sheets CSS
- Drupal
Basic Skills
- Listening to others, not interrupting, and asking good questions
- Reading work related information
Problem Solving
- Noticing a problem and figuring out the best way to solve it
Current Job Market and Opportunites for an Archive and Records Supervisor
The job market for Archive and Records Supervisors is evolving as organizations increasingly recognize the importance of effective records management in maintaining compliance and facilitating access to information. Below are key aspects of the current job market that affect your career prospects in this field:
Demand for Professionals: Organizations across various sectors, including corporate, government, healthcare, and educational institutions, are actively seeking Archive and Records Supervisors. The need to manage, preserve, and protect important documents and records is driving this demand.
Growth Potential: The Bureau of Labor Statistics projects growth in the records management field, with opportunities expanding as businesses digitize and modernize their record-keeping practices. The push for better data governance and compliance with regulatory requirements continues to enhance the role of Archive and Records Supervisors.
Technological Influence: Advances in technology, including electronic records management systems and digital archiving tools, are reshaping the work of Archive and Records Supervisors. Familiarity with these technologies not only increases efficiency but also enhances your appeal in the job market.
Geographical Hotspots: Certain areas in the United States offer more opportunities for Archive and Records Supervisors, including:
- Washington, D.C.: With a significant concentration of government agencies and non-profits, the demand for records supervision is high.
- California: Home to many technology companies and educational institutions, California consistently presents numerous openings in records management.
- New York: The presence of a diverse range of industries, including finance, media, and healthcare, drives demand for archival professionals.
- Texas: Rapid growth in business sectors and a burgeoning economy increase the need for records management expertise.
Industry Trends: The growing emphasis on data privacy and security measures is translating into increased responsibilities for Archive and Records Supervisors. This trend enhances job security as organizations prioritize compliance and the protection of sensitive information.
Networking Opportunities: Professional associations, such as the Society of American Archivists and the Association for Information Science and Technology, provide valuable networking opportunities, resources, and job listings that can enhance your career development in this field.
Emerging Fields: The integration of records management within the fields of data analytics, information governance, and digital preservation presents new avenues for growth. Engaging with these emerging areas can broaden your career prospects and adaptability to changing job market needs.
Engaging actively with professional networks and staying updated on industry trends can position you effectively to leverage these opportunities as they arise in the Archive and Records Supervisor job market.
Top Related Careers to Archive and Records Supervisor 2024
Additional Resources To Help You Become an Archive and Records Supervisor
Society of American Archivists (SAA)
SAA Website
The SAA offers resources, guidelines, and networking opportunities for archival professionals. Their publications and webinars are excellent for staying updated in the field.National Archives and Records Administration (NARA)
NARA Website
NARA provides extensive information on federal records management, including best practices and regulations that impact archivists and records supervisors.International Council on Archives (ICA)
ICA Website
The ICA works to promote the role of archives in society and offers various resources, including publications, training opportunities, and conferences globally.American Society for Information Science and Technology (ASIS&T)
ASIS&T Website
This organization provides resources about the information science field, emphasizing records management, digital preservation, and new trends relevant to archivists and records professionals.Association of Records Managers and Administrators (ARMA International)
ARMA Website
ARMA focuses on information governance and records management. Their resources include webinars, professional development, and best practices.Directory of Historical Organizations in the United States
Historical Organizations Directory
This directory helps connect you with historical organizations and resources across the United States, an important aspect of creating and maintaining archival collections.Preservation Management Resources
Preservation Resource Center
A wealth of information on preserving both physical and digital records, including guidelines for managing archival materials.National Information Standards Organization (NISO)
NISO Website
NISO develops technical standards for information management that can be very useful for archivists looking to implement industry standards.Online Courses in Archival Science
Journal of Archival Organization
Journal Website
A peer-reviewed journal that includes research articles and case studies relevant to archival organization and records management.
These resources will provide you with a solid foundation for further developing your understanding and skills pertinent to a career as an Archive and Records Supervisor.
FAQs About Becoming an Archive and Records Supervisor
What primary responsibilities does an Archive and Records Supervisor have?
As an Archive and Records Supervisor, you are responsible for overseeing the management of records and archives. This includes organizing and maintaining records, ensuring compliance with regulations, implementing filing systems, and supervising the staff involved in records management.What education is required to become an Archive and Records Supervisor?
Typically, a bachelor's degree in library science, information management, archival studies, or a related field is required. Some employers may prefer candidates with a master’s degree, especially for advanced positions.What skills are essential for a successful Archive and Records Supervisor?
Key skills include strong organizational abilities, attention to detail, proficiency in records management software, leadership skills, and knowledge of legal and ethical guidelines related to records management.What is the career outlook for Archive and Records Supervisors?
The career outlook for Archive and Records Supervisors is positive, with employment opportunities expected to grow as organizations become increasingly aware of the importance of efficient records management in compliance with regulations and data preservation.What industries commonly employ Archive and Records Supervisors?
You will find job opportunities in various industries, including government agencies, healthcare institutions, educational organizations, corporate environments, and non-profit organizations.What are the typical working conditions for this role?
You can expect to work in an office environment, often within libraries or archives. The work can include both desk and physical labor, such as organizing and shelving materials. There may be settings that require specific safety guidelines, especially when dealing with older documents.Are there opportunities for advancement in this field?
Yes, there are opportunities for advancement. With experience and additional education, you could move into higher managerial roles, such as Director of Archives, or specialize in areas such as digital records management or historical preservation.Do Archive and Records Supervisors need certifications?
While certification is not always required, obtaining certifications from recognized professional organizations, such as the Academy of Certified Archivists (ACA) or the Institute of Certified Records Managers (ICRM), can enhance your credentials and career prospects.What challenges might I face in this role?
You may encounter challenges such as managing large volumes of records, keeping up with changing regulations regarding records management, and ensuring the preservation of documents against environmental damage or obsolescence.What tools and technologies do Archive and Records Supervisors use?
You’ll typically use various software applications for records management, including database management systems, document imaging software, and digital asset management tools. Familiarity with cloud storage and cybersecurity measures is increasingly important.How can I gain experience in records management?
You can gain experience through internships, volunteer roles, or entry-level positions in libraries or archives. Networking with professionals in the field and joining relevant organizations can also provide valuable opportunities for mentorship and training.