How an archivist can use AI, task by task

O*NET 25-4011.00: ArchivistsMedian pay $64,550/year (BLS, May 2025)13 tasksJob Zone 5: Extensive preparation

Appraise, edit, and direct safekeeping of permanent records and historically valuable documents. Participate in research activities based on archival materials.

Your job title Type your own title and every prompt on this page updates to match. Also called: Accessioning Archivist, Archivist, Digital Archivist, Film Archivist, Museum Archivist, Records Manager, Reference Archivist, Registrar, State Archivist, University Archivist.

Where AI fits in this job

AI-ready 44%AI-assist 14%Stays human 42%

Share of the job's tasks, weighted by how important and how frequent each task is (O*NET ratings). 6 AI-ready, 2 AI-assist and 5 human-led tasks out of 13. This measures where AI can help, not whether the job will disappear.

Information & paperwork

Thinking & planning

People & communication

Leading & teaching

Hands-on & physical

Shape of the job: importance of each kind of work activity (O*NET, 1 to 5).

🗓 Start here on Monday

The most frequent, most important tasks where AI can help right away.

Organize archival records and develop classification systems to facilitate access to archival materials.Write it up · Daily
Prepare archival records, such as document descriptions, to allow easy access to information.Write it up · Daily
Create and maintain accessible, retrievable computer archives and databases, incorporating current advances in electronic information storage technology.Build with code · Daily

💪 Lean into these

Core tasks that stay human. These skills get more valuable as the routine work gets automated.

Provide reference services and assistance for users needing archival materials.Be there for people · Daily
Direct activities of workers who assist in arranging, cataloguing, exhibiting, and maintaining collections of valuable materials.Lead people · Several times a day
Research and record the origins and historical significance of archival materials.Watch & inspect · Weekly

Skills to build & where you could move ↓

AI can draft these 6

AI produces a usable first pass. You review it, fix it and own it.

Organize archival records and develop classification systems to facilitate access to archival materials.

Daily

AI writes the first draft from your notes; you check every fact.

Show prompt & steps

Give AI your rough notes, numbers or last version and it will turn them into a clean, well-structured first draft. You check every fact and figure before it goes anywhere.

Ready-to-use prompt

I work as an archivist. Part of my job is to organize archival records and develop classification systems to facilitate access to archival materials.

Context: We use Adobe Acrobat and Omeka software.
Area: [classification, access, use]
Collection: [describe]

Draft the policy with rules and exceptions. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Archive or library policy

Step 1Pick a real example: the next time you organize archival records (today).

Step 2Fill in [Area] and [Collection] with the real details, then run the prompt.

Step 3Review with colleagues and legal if access rights are involved.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 4.8/5 · core task · O*NET work activity: Develop policies or procedures for archives, museums or libraries.. Also involves: Organize informational materials..

Prepare archival records, such as document descriptions, to allow easy access to information.

Daily

AI writes the first draft from your notes; you check every fact.

Show prompt & steps

Give AI your rough notes, numbers or last version and it will turn them into a clean, well-structured first draft. You check every fact and figure before it goes anywhere.

Ready-to-use prompt

I work as an archivist. Part of my job is to prepare archival records, such as document descriptions, to allow easy access to information.

Context: We use Adobe Acrobat and Omeka software.
Here's what I have for the archival records: [rough notes, e.g. document descriptions]

Write a clear first draft that I can check and finish. Keep it [one page / short / formal], laid out so I can paste it into Adobe Acrobat or Omeka software. Use headings if they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Draft the archival records

Step 1Pull up the last archival records you did, or jot 5 rough bullets for the next one: document descriptions.

Step 2Paste the prompt and put those bullets in [rough notes]. Pick the length in [one page / short / formal] to match what goes into Adobe Acrobat or Omeka software.

Step 3Fix every [CHECK] against your source and anything else that's wrong, then compare the time with writing the archival records from scratch.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 4.7/5 · core task · O*NET work activity: Collect archival data.. Also involves: Write informational material..

Establish and administer policy guidelines concerning public access and use of materials.

Weekly

AI writes the first draft from your notes; you check every fact.

Show prompt & steps

Give AI your rough notes, numbers or last version and it will turn them into a clean, well-structured first draft. You check every fact and figure before it goes anywhere.

Ready-to-use prompt

I work as an archivist. Part of my job is to establish and administer policy guidelines concerning public access and use of materials.

Context: We use Adobe Acrobat and Omeka software.
Area: [classification, access, use]
Collection: [describe]

Draft the policy with rules and exceptions. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Archive or library policy

Step 1Pick a real example: the next time you establish and administer policy guidelines concerning public access (this week).

Step 2Fill in [Area] and [Collection] with the real details, then run the prompt.

Step 3Review with colleagues and legal if access rights are involved.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 4.6/5 · core task · O*NET work activity: Develop policies or procedures for archives, museums or libraries..

Specialize in an area of history or technology, researching topics or items relevant to collections to determine what should be retained or acquired.

Weekly

AI is a patient tutor for new rules and techniques.

📊 Real AI use (Anthropic Economic Index, Apr 2026 to May 2026): AI completed the task directly in 14% of those conversations; the rest were back-and-forth with the person.

Show prompt & steps

AI is a patient personal tutor. It explains new rules, techniques and technology at your level, quizzes you and builds a study plan.

Ready-to-use prompt

I work as an archivist. Part of my job is to specialize in an area of history or technology, researching topics or items relevant to collections to determine what should be retained or acquired.

Context: The work draws on history and archeology, administrative and computers and electronics.
Topic: [research area]
Purpose: [paper, grant, teaching]

Give me an overview, open questions, key authors to look up and possible study ideas. I'll verify every reference.

10-minute exercise: Research topic primer

Step 1Pick a real example: the next time you specialize in an area of history or technology (this week).

Step 2Fill in [Topic] and [Purpose] with the real details, then run the prompt.

Step 3Check one claim against an official or professional source.

AI's knowledge has a cutoff date. For new regulations and standards, always confirm against the official source.

Importance 3.6/5 · core task · O*NET work activity: Research topics in area of expertise..

Coordinate educational and public outreach programs, such as tours, workshops, lectures, and classes.

Monthly

AI drafts the plan, schedule or checklist for you to adjust.

Show prompt & steps

Describe the goal, the people and the constraints, and AI drafts the plan, schedule or checklist. You adjust it to what you know about real life on the ground.

Ready-to-use prompt

I work as an archivist. Part of my job is to coordinate educational and public outreach programs, such as tours, workshops, lectures, and classes.

Context: We use Microsoft Excel; the work draws on history and archeology, administrative and computers and electronics.
Activity: [classes, exhibits, events]
Participants: [who]

Draft a plan with schedule, materials and safety. Lay it out as a table with steps, owner, timing and what could go wrong, then list the decisions I still need to make.

10-minute exercise: Community activity plan

Step 1Pick a real example: the next time you coordinate educational and public outreach programs.

Step 2Fill in [Activity] and [Participants] with the real details, then run the prompt.

Step 3Cross out anything that won't work on the ground and ask AI to revise with your corrections.

AI doesn't know your people, your site or your history. Treat its plan as a starting point to react to.

Importance 3.9/5 · core task · O*NET work activity: Plan community programs or activities for the general public..

Select and edit documents for publication and display, applying knowledge of subject, literary expression, and presentation techniques.

Monthly

AI writes the first draft from your notes; you check every fact.

📊 Real AI use (Anthropic Economic Index, Apr 2026 to May 2026): AI completed the task directly in 56% of those conversations; the rest were back-and-forth with the person.

Show prompt & steps

Give AI your rough notes, numbers or last version and it will turn them into a clean, well-structured first draft. You check every fact and figure before it goes anywhere.

Ready-to-use prompt

I work as an archivist. Part of my job is to select and edit documents for publication and display, applying knowledge of subject, literary expression, and presentation techniques.

Context: We use Adobe Acrobat and Omeka software.
Publication: [brochure, newsletter, report]
Draft: [paste]

Tighten the copy, suggest headlines and layout notes. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Edit a publication

Step 1Pick a real example: the next time you select and edit documents for publication and display.

Step 2Fill in [Publication] and [Draft] with the real details, then run the prompt.

Step 3Check every fact, name and number against your source before it goes anywhere.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 3.1/5 · core task · O*NET work activity: Edit documents..

AI can help you prep these 2

AI speeds up the prep, drafting or thinking. The core of the task is still yours.

Create and maintain accessible, retrievable computer archives and databases, incorporating current advances in electronic information storage technology.

Daily

AI drafts scripts and configs; design and security are yours.

Show prompt & steps

AI can draft configurations, scripts and test cases and explain unfamiliar systems. Architecture and security decisions need your expertise.

Ready-to-use prompt

I work as an archivist. Part of my job is to create and maintain accessible, retrievable computer archives and databases, incorporating current advances in electronic information storage technology.

Context: We use Encoded archival system EAD and Hypertext markup language HTML; the work draws on history and archeology, administrative and computers and electronics.
Collection: [archives, objects, records]
Standards: [cataloguing, metadata]

Design fields, controlled vocabularies and search features with a sample record. Propose the approach first, then the code with comments and tests, and point out security risks.

10-minute exercise: Catalogue or archive database

Step 1Pick a real example: the next time you create and maintain accessible and retrievable computer archives and databases (today).

Step 2Fill in [Collection] and [Standards] with the real details, then run the prompt.

Step 3Run the tests yourself and read every line before you'd use it.

Don't paste secrets, passwords or proprietary code into tools your employer hasn't approved.

Importance 4.6/5 · core task · O*NET work activity: Develop library or archival databases..

Locate new materials and direct their acquisition and display.

Monthly

AI preps the paperwork; approving and paying stay with you.

Show prompt & steps

AI can prep the paperwork, extract details from documents and make checklists. Approving, paying and verifying stay with you.

Ready-to-use prompt

I work as an archivist. Part of my job is to locate new materials and direct their acquisition and display.

Context: We use Adobe Acrobat and Omeka software.
Materials: [books, equipment]
Budget and rules: [describe]

Organize an order list and justification. Point out anything missing or inconsistent and suggest a template I can reuse.

10-minute exercise: Ordering instructional materials

Step 1Pick a real example: the next time you locate new materials.

Step 2Fill in [Materials] and [Budget and rules] with the real details, then run the prompt.

Step 3Save the template and use it on the next one. Time both.

Personal, financial and health data shouldn't go into AI tools unless your employer has approved one for it.

Importance 3.9/5 · core task · O*NET work activity: Order instructional or library materials or equipment..

These stay human 5

They need your hands, your presence or your accountable judgment. Lean into them: they get more valuable as routine work is automated.

📏 Measured in this job (O*NET work context): Face-to-face discussions: every day · Dealing with the public: very important · Contact with others: contact with others most of the time

Provide reference services and assistance for users needing archival materials.

Daily

Human connection. Use AI only before and after, to prepare.

Show prep prompt & steps

Where AI still helps: Use AI before and after, not during. Prepare talking points, practise a hard conversation, or turn your notes into a follow-up.

Prep prompt

I work as an archivist. Part of my job is to provide reference services and assistance for users needing archival materials.

Context: The work draws on history and archeology, administrative and computers and electronics.
Collection: [library, archive]
Typical requests: [describe]

Prepare questions to clarify needs and search tips. Then play a patron. Suggest ways to open, phrases to avoid, and how to handle it if things get tense. Then play the other person so I can practice.

10-minute exercise: Reference interview

Step 1Pick a real example: the next time you provide reference services and assistance (today).

Step 2Fill in [Collection] and [Typical requests] with the real details, then run the prompt.

Step 3After the real conversation, write down what worked so you can reuse it.

Importance 4.8/5 · core task · O*NET work activity: Help patrons use library or archival resources..

Direct activities of workers who assist in arranging, cataloguing, exhibiting, and maintaining collections of valuable materials.

Several times a day

Leading people runs on trust. AI can prep the paperwork around it.

Show prep prompt & steps

Where AI still helps: AI can prep the paperwork around leading: meeting agendas, feedback drafts, rotas, briefings and difficult-conversation rehearsals.

Prep prompt

I work as an archivist. Part of my job is to direct activities of workers who assist in arranging, cataloguing, exhibiting, and maintaining collections of valuable materials.

Context: The work draws on history and archeology, administrative and computers and electronics.
Team: [seasonal staff, students]
Plan: [activities, research]

Help me prepare: the key message in 2 sentences, what good looks like, how people might react and how I'll respond, and one thing I'll check next week.

10-minute exercise: Directing a team

Step 1Pick a real example: the next time you direct activities of workers who assist.

Step 2Fill in [Team] and [Plan] with the real details, then run the prompt.

Step 3Afterward, note one thing people responded to and one thing you'd change.

Importance 4.5/5 · core task · O*NET work activity: Direct activities of subordinates..

Research and record the origins and historical significance of archival materials.

Weekly

Needs your eyes on site. AI can build the checklist and the report.

Show prep prompt & steps

Where AI still helps: AI can build your inspection checklists, explain standards and turn your notes and photos into clean reports.

Prep prompt

I work as an archivist. Part of my job is to research and record the origins and historical significance of archival materials.

Context: The work draws on history and archeology, administrative and computers and electronics.
Object: [artifact, document, item]
Attributes: [materials, age, condition]

Make a description template and examination checklist. Group it by area, say what 'good' and 'bad' look like for each item, and add a short template for writing up what I find.

10-minute exercise: Object description

Step 1Pick a real example: the next time you research and record the origins and historical significance of archival materials (this week).

Step 2Fill in [Object] and [Attributes] with the real details, then run the prompt.

Step 3Take it with you next time, tick it alongside your usual routine, and add anything it missed.

Importance 4.2/5 · core task · O*NET work activity: Evaluate characteristics of archival or historical objects..

Preserve records, documents, and objects, copying records to film, videotape, audiotape, disk, or computer formats as necessary.

Weekly

Physical, in-person work. AI helps with checklists and write-ups.

Show prep prompt & steps

Where AI still helps: AI helps around the job: decoding manuals and instructions, pre-job checklists, calculations and writing up what you did afterward.

Prep prompt

I work as an archivist. Part of my job is to preserve records, documents, and objects, copying records to film, videotape, audiotape, disk, or computer formats as necessary.

Context: The work draws on history and archeology, administrative and computers and electronics.
Materials: [documents, artifacts, records]
Goal: [storage, display, copy]

List handling and preservation steps. Include the tools, materials and safety steps, the measurements or settings to double-check, and a 3-line template for logging the job. Flag anything to confirm in the manufacturer's manual.

10-minute exercise: Preservation prep

Step 1Pick a real example: the next time you preserve records, documents and objects (this week).

Step 2Fill in [Materials] and [Goal] with the real details, then run the prompt.

Step 3Check it against the manufacturer's manual and your site rules, and add the steps only experience teaches.

Importance 4.3/5 · core task · O*NET work activity: Prepare materials for preservation, storage, or display..

Authenticate and appraise historical documents and archival materials.

Weekly

Needs your eyes on site. AI can build the checklist and the report.

Show prep prompt & steps

Where AI still helps: AI can build your inspection checklists, explain standards and turn your notes and photos into clean reports.

Prep prompt

I work as an archivist. Part of my job is to authenticate and appraise historical documents and archival materials.

Context: The work draws on history and archeology, administrative and computers and electronics.
Object: [artifact, document, item]
Attributes: [materials, age, condition]

Make a description template and examination checklist. Group it by area, say what 'good' and 'bad' look like for each item, and add a short template for writing up what I find.

10-minute exercise: Object description

Step 1Pick a real example: the next time you authenticate and appraise historical documents and archival materials (this week).

Step 2Fill in [Object] and [Attributes] with the real details, then run the prompt.

Step 3Take it with you next time, tick it alongside your usual routine, and add anything it missed.

Importance 3.9/5 · core task · O*NET work activity: Evaluate characteristics of archival or historical objects..

Get the full prompt pack for Archivists

Every task, prompt and 10-minute exercise on this page in one PDF, formatted to print or keep on your desktop. Free.

Your next moves

Skills to build

From O*NET's ratings of how important each skill is in this job, matched to which part of the work it supports.

Stays human Deepen these

They power the human-led work, which is the part of the job AI can't take over.

Active Listeningimportance 3.9/5
Used in: Assisting and Caring for Others
Speakingimportance 3.5/5
Used in: Assisting and Caring for Others
Service Orientationimportance 3.1/5
Used in: Assisting and Caring for Others
Monitoringimportance 3.0/5
Used in: Assisting and Caring for Others

With AI Use these to work with AI

When AI does the first draft, these are the skills you use to brief it and check what comes back.

Reading Comprehensionimportance 4.1/5
Used in: Drafting, Laying Out, and Specifying Technical Devices, Parts, and Equipment
Critical Thinkingimportance 3.4/5
Used in: Getting Information
Writingimportance 3.9/5
Used in: Drafting, Laying Out, and Specifying Technical Devices, Parts, and Equipment
Instructingimportance 2.9/5
Used in: Drafting, Laying Out, and Specifying Technical Devices, Parts, and Equipment

Where you could move

Related jobs from O*NET with the closest skill profile, favouring ones where more of the work stays human. No step down in preparation.

Historians14% human-led · Same preparation · $76,750/yr · usually master's degree
Skills to build: Writing, Reading Comprehension, Learning Strategies
Curators24% human-led · Same preparation · $63,420/yr · usually master's degree
Skills to build: Management of Material Resources, Negotiation, Monitoring
Librarians and Media Collections Specialists29% human-led · Same preparation · $68,270/yr
Your skills already line up
History Teachers, Postsecondary23% human-led · Same preparation · $83,820/yr · usually doctoral degree
Skills to build: Instructing, Learning Strategies, Social Perceptiveness

New tasks appearing in this job

O*NET has started tracking 1 new or updated task here: 1 AI-ready, 0 AI-assist, 0 stays human. They have no worker ratings yet, so they aren't counted in the bar above.

Write grants and apply for funding to support archival work.

New in O*NET

AI writes the first draft from your notes; you check every fact.

Show prompt & steps

Give AI your rough notes, numbers or last version and it will turn them into a clean, well-structured first draft. You check every fact and figure before it goes anywhere.

Ready-to-use prompt

I work as an archivist. Part of my job is to write grants and apply for funding to support archival work.

Context: We use Adobe Acrobat and Omeka software.
Project: [describe]
Funder: [requirements]

Draft the proposal. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Funding proposal

Step 1Pick a real example: the next time you write grants.

Step 2Fill in [Project] and [Funder] with the real details, then run the prompt.

Step 3Check every fact, name and number against your source before it goes anywhere. Recompute every total yourself.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Double-check every number. AI can make arithmetic and rounding mistakes.

New O*NET task (08/2024). O*NET hasn't linked it to work activities yet, so its label comes from similar tasks, such as “Write grants to obtain funding for research projects.” (Sociologists), and was checked by hand. O*NET work activity: Prepare proposals or grant applications to obtain project funding.. Also involves: Write grant proposals.; Prepare operational progress or status reports..

Getting into this job

Master's degree is most common (84% of workers)

Bachelor's 10%
Graduate degree 90%

On-the-job training: 3–6 months
Related experience: 1–2 years

What workers in this job report, from O*NET surveys (typical values).

Software in this job

In-demand tools from O*NET. Many now have AI built in, so check what yours can do before adding a new tool.

Adobe AcrobatAdobe Creative Cloud softwareAdobe IllustratorAdobe InDesignAdobe PhotoshopExtensible markup language XMLHypertext markup language HTMLMicrosoft AccessMicrosoft ExcelMicrosoft Office softwareMicrosoft OutlookMicrosoft PowerPoint