These job profiles were created for Chelmsford City Council’s Skills Fest 2024 for Year 8 students.
What do they do?
An Archive Assistant’s role at the Essex Record Office is very varied due to the various services run within the ERO. The role is not just about local history but includes family history and local registration knowledge. Archive Assistants help researchers find and use the records held at the Record Office and are the first point of contact for researchers using the Searchroom when they visit.
This includes:
- engaging with the public when accessing ERO services in person or by phone or email so they are directed to the right service.
- looking after and maintaining a busy Searchroom
- interacting with people doing research, providing advice, support and knowledge when they are using the archives and letting them know about archives elsewhere which can help with their research
- helping people use family history sites such as Ancestry and Find My Past and other resources within the Searchroom including maps and library books
- producing documents from the archive storerooms so people can read them in the Searchroom. This means climbing ladders and carrying boxes and there are nine different storerooms so they need to know their way around!
- organising and processing Reprographics and Search Service orders
- processing Birth, Marriage and Death Certificate orders for the ERO duplicate Certificate service
- helping the Conference and Venue team with the events programme
View of a repository where archives are stored. Some shelves are very high up and tall ladders are used
Example of a box containing archives. Researcher are able to look at one bundle of documents at a time
There are five full time and five part time Archive Assistants. Everyone does the tasks above, but some members of the team also have additional duties.
These include:
- digitising documents for the Research Quality Reprographics service
- using historic documents to carry out research for people who cannot come to the Record Office. These enquiries could be about family history, house history or be requests for other types of information
- planning events such as ERO Presents, where speakers from around the county come to talk about Essex related subjects. In the past, there have been different talks on witches, beach huts and archaeology
- creating document displays in the Searchroom ‘Curiosity Cabinet’
What do they need?
- Educated to (RQF) Level 3 (A Level) or equivalent by experience
- Experience in family/local history research or civil registration is helpful
- Ability to develop and use technical and specialist skills and knowledge to deliver excellent customer service
Key skills: Customer service, communication skills, attention to detail, able to follow procedures, computer skills including searching databases, ability to stay calm under pressure and teamwork.
Top tip
Searchers feel more at ease and looked after if you talk to them about what they are researching before they start their research session in the Searchroom. It also gives them an opportunity to ask questions and for you to provide additional support and information.
Further information
Archives and Records Association www.archives.org.uk/a-career-in-recordkeeping
Research your family history using the General Register Office www.gov.uk/research-family-history
Ancestry www.ancestry.co.uk
Find my Past www.findmypast.co.uk
View of the Searchroom with the library in the background
The Lecture Theatre during a talk
What do they do?
As part of the team, an archivist is responsible for the acquisition, preservation, organisation, and management of historical records and documents held at the Essex Record Office. They also help researchers find and use the records held at the Record Office.
This involves:
- talking to people about the historic documents they want to give to the archive
- describing the records on the online catalogue so researchers can understand what they are and decide whether they want to look at them
- working with the Conservator to make sure the records are packaged properly so they don’t get damaged
- making sure the records have a unique number so they don’t get mixed up with other collections
- making sure the records have their own place on a shelf so we know where to find them – there are over 8 miles of shelves at the ERO!
- answering questions about the archives by telephone, email and in person in the Searchroom when people come to look at the documents
There are five archivists who are each responsible for a different activity:
- working with the volunteers who help in the archive, finding them interesting tasks and answering their questions
- managing the digitisation of the archives and online services so people can look at copies of documents on the online catalogue called Essex Archives Online essexarchivesonline.co.uk/
- working with the digital archives to make sure they are stored properly and will be available for people to look at in the future – digital records are trickier than paper and parchment!
- working on outreach activities and letting people know about the archives and how to use them through events, talks and social media
- looking after the Essex Sound and Video Archive, which contains over 30,000 recordings. This involves organising the digitisation of the recordings, cataloguing them, and making sure they are accessible to the public through our catalogue, Soundcloud and Youtube channels, and the Essex Sounds website
Left – A “Duty Archivist” on duty in the Searchroom
Register of baptisms, marriages and burials from St Mary the Virgin, Newport (catalogue ref: D/P 15/1/1)
What do they need?
The traditional route to become an archivist is to get an undergraduate degree and then gain work experience in an archive before applying to do an MA or Diploma in Archives and Records Management. You don’t need to have a history degree to become an archivist, but an interest in history is useful!
A new way to become an archivist is through a Level 7 Archivist and Records Manager apprenticeship.
Key skills: Communication, teamwork, attention to detail, logical and able to follow procedures, inquisitive and able to think laterally. If you specialise sound, video, or film archiving, it can be helpful to have technical knowledge and experience with digitising analogue formats.
Top tip
Lots of organisations have an archive and if you become an archivist you could work in a record office, a museum, a theatre, a business, a charity, a school – there are lots of possibilities!
Further information
The National Archives apprenticeship information www.nationalarchives.gov.uk/archives-sector/careers-in-archives/archivist-and-records-manager-apprenticeships/become-an-apprentice/
The National Archives careers information https://www.nationalarchives.gov.uk/archives-sector/careers-in-archives/
Find an Archive discovery.nationalarchives.gov.uk/find-an-archive
Information & Records Management Society irms.org.uk/
Archives and Records Association www.archives.org.uk/
National Careers Service nationalcareers.service.gov.uk/job-profiles/archivist
Conference and Venue Assistant
What do they do?
Conference and Venue Assistants are the first point of contact for visitors to the Record Office and its conference and wedding centre. They ensure everyone is welcomed when they arrive and that events run smoothly. They also organise maintenance works in the building and issue security passes.
This involves:
- talking to people about the corporate event or wedding they want to have and giving tours and advice about the facilities at the ERO
- managing the room bookings to make sure rooms aren’t double-booked and recording payments on a spreadsheet
- setting up rooms – moving tables, chairs, screens etc – to make sure the layout works for the customers
- managing the equipment and supplies to make sure everything is working properly
- logging issues around the building with the maintenance team and talking to them about what needs to be done
- issuing security passes
- helping colleagues with administration tasks – updating spreadsheets with information about birth, marriage and death certificates which have been issued, typing up catalogue lists etc
Reception at the Essex Record Office
Wedding room at the Essex Record Office
What do they need?
Key skills: Customer service skills, teamwork, organised and attention to detail, patience and the ability to remain calm in stressful situations, excellent verbal communication skills, computer skills, flexibility and sense of humour.
Further information
National Careers Service https://nationalcareers.service.gov.uk/job-profiles/events-manager
What do they do?
Archive conservators are responsible for the preservation and conservation of historic documents. These include a range of materials and formats such as manuscript documents and books, parchment deeds and maps, seals as well as modern media including photographic material.
This includes:
- monitoring storage and Searchroom environments to prevent damage to archive material.
- cleaning and making bespoke packaging for new archive material when it arrives
- advising Archivists on storage so things don’t get damaged
- repairing damaged archive material so people can look at the documents in the Searchroom
- documenting what work has been carried out
- advising the digitisers when they are working with fragile archive material to avoid damage to documents
- working with volunteers in the conservation studio, managing their workflow and answering queries
- carrying out work for other organisations which have records which need repair work and books that need rebinding
Conservator repairing a plan using an infill
The infill drying before bring trimmed to be flush with the edge of the map
A volunteer lightly cleaning a plan using an eraser
What do they need?
The traditional route to becoming an archive conservator is through either a degree or postgraduate course in conservation. Training posts are also occasionally offered by Record Offices. Volunteering is a great way to get a feel for what is involved in being an archive conservator.
Archive conservators possess a unique combination of skills. A high level of manual dexterity is needed, combined with aesthetic flair, patience and empathy for the materials they are working with. Knowledge of paper and parchment history and chemical processes is also required.
Top tip
Conservators can work in local authority archive services, libraries, university archives, museums and religious organisations. Or they can be freelance and work for different organisations and private individuals who need help with their archive collections.
Further information
The Institute of Conservation www.icon.org.uk/
National Careers Service nationalcareers.service.gov.uk/job-profiles/conservator
Archives & Records Association (ARA) www.archives.org.uk/archive-conservation-training-scheme
What do they do?
Digitisers make digital copies of archive material. They do this for two main reasons. The first is to create a digital replacement to protect the original document from wear and tear, and the second is to provide access for people who can’t visit the Record Office in person.
This involves:
- assessing whether the archive material is suitable for digitisation – some documents are too fragile to be copied straight away and need to be treated by the conservator first
- deciding how to take image – for large documents e.g. maps, several images may be needed which are stitched together in Photoshop
- making sure the camera equipment and lighting are on the best settings to take a high-quality image of the archive material
- renaming the digital image files to make sure it’s clear what the images show
- checking the quality of completed images before they’re uploaded to the online catalogue or sent to a customer – sometimes images have to be edited in Photoshop to make them clearer e.g. adjusting colour
- processing paperwork and keeping records about the images are being made
- cleaning and maintaining equipment to keep it in good working order
Digitiser at work at the Essex Record Office
What do they need?
There isn’t a traditional route to become a digitiser in a Record Office. Some digitisers have been commercial photographers and transfer those skills to an archive. Others have started in an archive and been given training on how to take images of documents.
It is important to know how to use different digital cameras and scanners and how to set up lighting equipment, edit images using software like Photoshop, and how to handle archive documents which can be very fragile. An interest in history is useful.
Key skills: Communication, teamwork, attention to detail, practical, logical and able to follow procedures.
Top tip
When you work with archives you get to see lots of interesting historic documents and find out more about history.
Further information
The National Archives: Benefits of digitisation https://www.nationalarchives.gov.uk/about/commercial-opportunities/digitisation-services/benefits-of-digitisation/
National Careers Service https://nationalcareers.service.gov.uk/job-profiles/photographer
Digitisers can work in lots of different organisation and digitise lots of different things, for example, find out about a day in the life of a digitiser at the Natural History Museum here: https://naturalhistorymuseum.blog/2019/08/29/day-in-the-life-of-a-digitiser-digital-collections-programme/