Role Delineation Statement for Professional Archivists

The Role Delineation Statement (RDS) is the framework for the Certified Archivist Examination. There are eight domains of archival practice that include tasks and knowledge statements. From 2023-2024, a group of subject matter experts and certified archivists reviewed the Role Delineation Statement (RDS) and used this to conduct a job analysis survey, distributed nationwide to certified archivists and the profession at large, to assess the skills and responsibilities that comprise archival work. The results of the job analysis now comprise the revised RDS. Overall, the survey reinforced areas of practice and theory that continue to be of primary importance to the profession and identified areas that reflect new and emerging practices, such as metadata remediation.

The RDS encompasses the commonly accepted duties and responsibilities that archivists may perform in the course of their work. The RDS should be used with the understanding that archivists’ jobs and institutional settings vary, therefore application of the tasks and knowledge statements will also vary.  The goal of the RDS is to offer an overview of the profession while simultaneously noting the breadth and depth of the types of tasks and knowledge necessary within the profession. 

Domain 1: Selection and Appraisal
Domain 2: Arrangement and Description
Domain 3: Reference Services and Access
Domain 4: Preservation and Protection
Domain 5: Outreach, Advocacy, and Marketing
Domain 6: Managing Archival Programs
Domain 7: Professional, Ethical, and Legal Responsibilities
Domain 8: Cultural Competency

General Knowledge

• G KS1: The impact of social, cultural, economic, and political factors on the evolution and characteristics of archival materials and their management
• G KS2: The origins, development, and definitions of archival concepts, terms, principles, practices, methods, and institutions
• G KS3: The similarities and differences in the administration of institutional archives, personal papers, and manuscript collections
• G KS4: The physical and technological characteristics of archival materials and how these characteristics influence their appraisal, acquisition, preservation, and use
• G KS5: Theory, methodology, and practice appropriate for archival materials on all media
• G KS6: The standards and accepted professional best practices that apply to archival work, including their rationale and implications
• G KS7: The concepts of the life cycle of records and the records continuum
• G KS8: How the core archival functions (selection, appraisal, and acquisition; arrangement and description; reference services and access; preservation and protection; and outreach, advocacy, and marketing) relate to one other and influence the administration of archival materials
• G KS9: The types of archival entities and their different functions
• G KS10: How the administration of archival programs is related to, different from, and draws upon the theory, methodology, and practice of allied professions and disciplines
• G KS11: How archival theory, methodology, and practice has developed to meet the expectations and evolving needs of digital information and records
• G KS12: The awareness, knowledge, and interpersonal skills required when engaging people of different backgrounds, assumptions, beliefs, values, and behaviors

 

Knowledge Statements

• D1 KS 1: How the mission and holdings of archival repositories relate to selection, appraisal, and acquisition
• D1 KS 2: Strategies for locating and surveying potential acquisitions
• D1 KS 3: The evolution, nature, and variety of recordkeeping systems and practice
• D1 KS 4: Factors in determining official records or record copy through appraisal techniques and retention scheduling
• D1 KS 5: Factors that should be considered when defining collecting or accessioning areas and developing an acquisition or collection development policy
• D1 KS 6: Solicitation and negotiation techniques, including ways of educating record creators about the importance of preserving archival materials
• D1 KS 7: Laws, policies, regulations, procedures, legal instruments, and ethical standards relating to acquisitions and disposition
• D1 KS 8: The evidential, informational, administrative, legal, fiscal, and intrinsic values, as well as the past, current, and potential uses, of archival materials
• D1 KS 9: Appraising, inventorying, retention scheduling, deaccessioning, and disposition techniques
• D1 KS 10: Reappraisal, weeding, and other techniques to assess/reassess collections
• D1 KS 11: Selection and appraisal methodologies (for example, documentation strategy, functional analysis)
• D1 KS 12: The characteristics of archival materials such as trustworthiness, authenticity, reliability, usability, and comprehensiveness, as well as form, uniqueness, and quantity

Tasks

Section 1: Appraisal and Reappraisal

• D1 Task 1: Identify sources of archival materials by applying knowledge about record creators to determine records appropriate for acquisition.  
• D1 Task 2: Determine the acquisition of archival materials; identify and evaluate record characteristics.   
• D1 Task 3: Determine value to the organization of archival materials for their enduring value and long-term retention.   
• D1 Task 4: Verify authenticity of assets offered to the archival repository.
• D1 Task 5: Determine if offered materials can be accessed, used, and stored for the purpose of inclusion within a repository.
• D1 Task 6: Perform gap analysis to improve holdings.
• D1 Task 7: Review if assets are out of scope of current collection development policy and determine disposition (for example, deaccessioning).

Section 2: Acquisition

• D1 Task 8: Document the selection, appraisal, and acquisition process.
• D1 Task 9: Manage and implement retention and disposition authorities/policies.
• D1 Task 10: Take intellectual and physical custody of assets (for example, accessioning).
• D1 Task 11: Promote cooperative acquisition and disposition strategies for all organizations.
• D1 Task 12: Determine archive needs according to collection strategy.
• D1 Task 13: Import digitized and born-digital assets into content management system.
• D1 Task 14: Capture metadata of digitized and born-digital assets.
• D1 Task 15: Negotiate with and interpret donation agreements to donors, including intellectual property rights.
• D1 Task 16: Negotiate and authorize purchase, sale, and transfer of collections.

Section 3: Selection

• D1 Task 17: Match offered or potential materials to the organization's collection development policy.
• D1 Task 18: Implement disposition recommendations or decisions through legal instruments (for example, retention schedules, deeds of gift, purchase contracts, deposit agreements, and other instruments).  
• D1 Task 19: Accept postcustodial management of born-digital and digitized materials in accordance with collection and acquisition policies (for example, accession in place).
   

Knowledge Statements

• D2 KS 1: The complementary principles of provenance and original order
• D2 KS 2: The history and variety of recordkeeping systems and practices
• D2 KS 3: The role of access and retrieval in making arrangement and description decisions
• D2 KS 4: The concept of hierarchical levels of arrangement
• D2 KS 5: The distinctions and relationships between physical and intellectual control of archival materials
• D2 KS 6: The influence of societal shifts, cultural awareness, and technological changes on policies, practices, and methods for archival arrangement and description
• D2 KS 7: The levels, types, and components of finding aids within an overall description program
• D2 KS 8: The availability and applicability of descriptive standards
• D2 KS 9: How the descriptive process may begin at or before records creation and continue throughout the life of the archival materials

Tasks

Section 1: Arrangement

• D2 Task 1: Design a processing plan.  
• D2 Task 2: Organize archival materials.
• D2 Task 3: Apply an archival registration, cataloging, or recordkeeping system.

Section 2: Description

• D2 Task 4: Design and implement a descriptive plan to identify and explain the structure, context, and content of archival materials to promote their accessibility.   
• D2 Task 5: Categorize and apply archival classification schemes.
• D2 Task 6: Describe materials in a finding aid or database using subject headings or thesauri (for example, Library of Congress subject headings/name authorities, Art and Architecture Thesaurus).
• D2 Task 7: Identify materials that require access restrictions.
• D2 Task 8: Describe the format of materials received (for example, correspondence, books, publications, films, audiovisual aids, documents, other materials).
• D2 Task 9: Identify and classify documents or other electronic content according to characteristics such as security level, function, and metadata.
• D2 Task 10: Author and edit finding aids, pathfinders, and other descriptive materials.
• D2 Task 11: Research and record the origins and historical significance of archival materials.
• D2 Task 12: Identify and apply best practices around remediation and normalization of description and metadata.
• D2 Task 13: Review existing descriptions and apply current metadata standards (for example, DACS, RDA, etc.).
• D2 Task 14: Identify harmful content and provide warnings (for example, crime scene photos, stereotypical images).
   

Domain 3: Reference Services and Access   

Knowledge Statements

• D3 KS 1: Issues and components of user services, including policies and procedures governing access, reference services, and reproduction
• D3 KS 2: Laws, regulations, and ethical principles governing copyright, digital rights, freedom of information, privacy, confidentiality, security, and equitable access
• D3 KS 3: Understanding research needs and directing strategies to meet the interests of a diverse user constituency
• D3 KS 4: Understanding user information and research needs to frame reference strategies for a variety of formats and media
• D3 KS 5: Developing policies and procedures for safeguarding physical and digital archival materials while in use
• D3 KS 6: Creation of resource tools to increase access to information
• D3 KS 7: Techniques for evaluating the effectiveness of reference services

Tasks

• D3 Task 1: Define the information needs of collection users.
• D3 Task 2: Keep abreast of research trends and strategies.
• D3 Task 3: Develop policies and procedures designed to serve the information needs of various user groups, based on evaluation of institutional mandates and constituencies, the nature of the collections, relevant laws and ethical considerations, and appropriate technologies.   
• D3 Task 4: Respond appropriately to user requests by providing information about and from archival materials and providing access to archival materials, making copies, referring to other sources, or providing an explanation for denying the request.  
• D3 Task 5: Develop assessment methods for reference and access services.  
• D3 Task 6: Maintain and manage systems that gather and capture user and usage data.
• D3 Task 7: Explain use of archive or library systems, facilities, resources, equipment, and services, and provide information about policies to users.
• D3 Task 8: Search standard reference materials, including online sources, to answer patron reference questions.
• D3 Task 9: Direct patrons to other resources and finding aids related to requests.
• D3 Task 10: Administer document and system access rights and revision control to ensure security of system and integrity of master documents.
• D3 Task 11: Develop, maintain, and troubleshoot information access tools (for example, annotated bibliographies, web pages, electronic pathfinders, software programs, online tutorials).
• D3 Task 12: Provide access to digital materials.
• D3 Task 13: Maintain equipment or technology to facilitate access to materials (for example, hardware/software, equipment for legacy formats).
• D3 Task 14: Establish specifications for reproductions and oversee their creation according to applicable copyright laws.
• D3 Task 15: Understand and facilitate loan policies.
• D3 Task 16: Establish and maintain appropriate physical spaces for researcher/patron access to archival material.
• D3 Task 17: Establish and maintain appropriate digital spaces for researcher/patron access to archival material.
• D3 Task 18: Ensure equitable access to all resources, digital or analog.
• D3 Task 19: Implement donor/unit, legal, and repository restrictions.
   

Domain 4: Preservation and Protection   

Knowledge Statements

• D4 KS 1: The nature of materials’ treatment and current physical and digital preservation techniques
• D4 KS 2: The causes and consequences of the deterioration of various media and formats, including the factors that influence their stability and durability
• D4 KS 3: The elements of preservation management and planning for digital materials, including reformatting, data migration and conversion, and digital forensics
• D4 KS 4: The elements of preservation management and planning for physical spaces, including environmental monitoring, security threats and vulnerabilities, in-house capabilities
• D4 KS 5: The elements of security management and risk assessment, including threats and vulnerabilities of digital records
• D4 KS 6: When to preserve archival materials in their original format or structure and when to replace originals with reproductions in the same and/or different media or format
• D4 KS 7: The range of preservation options and the application of each to archival materials on different physical and digital media
• D4 KS 8: Assessment of the capabilities and limitations of archival resources available for preservation
• D4 KS 9: Understanding the principles of diasaster preparedness and emergency management 

Tasks

Section 1: Preservation, Security, and Physical Handling

• D4 Task 1: Develop and adopt strategies and proper technologies for preservation and conservation regardless of format; maintain documentation about preservation treatments.
• D4 Task 2: Document items on exhibition, or to be exhibited, to ensure appropriate preservation.
• D4 Task 3: Apply best practices around digital preservation requirements for long-term storage of archival digital assets.
• D4 Task 4: Apply best practices for long-term storage of archival materials, including proper physical preservation requirements (for example, containers, encasements, shelving, storage facilities, environmental controls).
• D4 Task 5: Ensure the security of archival materials regardless of format from damage, destruction, theft, unauthorized access, and other forms of loss.  
• D4 Task 6: Establish and ensure authenticity of electronic records.
• D4 Task 7: Evaluate the current condition of archival materials, including the devices and media on which they are preserved to determine appropriate preservation priorities and actions.   
• D4 Task 8: Create preservation and use copies of original materials (for example, microfilm, photocopies, digital copies).
• D4 Task 9: Develop digital migration policies and standards.
• D4 Task 10: Implement and document analog and digital migration practices and workflows.
• D4 Task 11: Identify artifacts that require outside restoration expertise.
• D4 Task 12: Develop and maintain professional education regarding emerging digitization and preservation standards as well as technology.
• D4 Task 13: Maintain facilities to professional standards (for example, repairs or improvements, pest control, climate control).
• D4 Task 14: Exercise security surveillance over document processing, reproduction, distribution, storage, and archiving.
• D4 Task 15: Protect the integrity of the materials in the archival repository from theft, alteration, and other threats to authenticity.
• D4 Task 16: Maintain asset documentation related to an object's age, composition, original appearance, and safety.
• D4 Task 17: Take steps to manage preservation needs for a postcustodial collection.
• D4 Task 18: Create and implement procedures for scanning or other automated data entry procedures that use imaging devices and document imaging software.

Section 2: Disaster and Emergency Preparedness

• D4 Task 19: Develop and maintain a comprehensive disaster plan following guidelines from established organizations and professional standards.
• D4 Task 20: Maintain backups for restoration of materials and collection information.
• D4 Task 21: Create policies and procedures for continuity of operations (COOP) for the archive.
• D4 Task 22: Identify vital/essential records for continuity of operations (COOP).
   

Knowledge Statements

• D5 KS 1: The approaches to educating users, both current and potential, about the variety of uses of archival materials and the benefits of such uses
• D5 KS 2: Strategies for developing multipronged outreach activities for diverse audiences
• D5 KS 3: The range of approaches to advancing the understanding of archival work and programs both within parent organizations, stakeholders, and the broader public
• D5 KS 4: The best practices of using archival materials for educational and outreach purposes and the various modes of delivery
• D5 KS 5: Methods of articulating to resource allocators the benefits of the establishment and continued support of an archival program in an organization
• D5 KS 6: Methods of collaborating with other units within the archives’ parent organization or with other institutions to enhance and promote archival work
• D5 KS 7: The benefits of archival programs to diverse audiences and society at large

Tasks

• D5 Task 1: Find opportunities to promote the use of institution's services, seek financial support including grants, and maintain community alliances.
• D5 Task 2: Employ multiple avenues to promote awareness of archival materials and collections to diverse communities (for example, tours, social media, workshops, lectures, classes, publications).  
• D5 Task 3: Teach, train, and present to various audiences on primary source literacy, research methods, use of technology, collection holdings, and other techniques related to subject matter.
• D5 Task 4: Create physical exhibits with available materials from the archives according to professional standards.
• D5 Task 5: Create digital and/or online exhibits with available materials from the archives according to professional standards.
• D5 Task 6: Develop relationships with key constituents, stakeholders, and communities to broaden and diversify support for the archival program.  
• D5 Task 7: Advocate internally and externally for the establishment, retention, enhancement, and growth of archival programs.
• D5 Task 8: Define the return on investment for archival services.
• D5 Task 9: Develop materials to market archival collections, technologies, and repositories (for example, brochures, websites).  
• D5 Task 10: Develop and participate in diverse programming utilizing archival materials.   
• D5 Task 11: Participate in public relations for the archives (for example, media, annual reports, press releases).
• D5 Task 12: Advocate for the profession nationally and internationally.
• D5 Task 13: Advocate on issues impacting archives nationally and internationally.
   

Domain 6: Managing Archival Programs   

Knowledge Statements

• D6 KS 1: The role of planning approaches and assessment tools in archival programs
• D6 KS 2: Institutional structures, cultures, values and ethics, and the role of archival programs within institutions
• D6 KS 3: Management principles and procedures
• D6 KS 4: Current archival education standards for graduate and continuing education as well as other professional development opportunities and certification programs
• D6 KS 5: Budgeting and financial planning techniques; internal and external funding sources
• D6 KS 6: Implications of legal requirements that affect the management of archival programs
• D6 KS 7: Facilities, space, personnel, and resource management
• D6 KS 8: The application and impact of evolving technologies and information systems on archival programs
• D6 KS 9: Methodologies for assessment of archival functions within one’s own program and programs of other institutions
• D6 KS 10: Sources of professional and technical advice and assistance
• D6 KS 11: Types of archives 

Tasks

• D6 Task 1: Develop a strategic vision for an archival program, establish priorities, continually assess progress toward that vision, develop a collection strategy, manage finances, and make adjustments as environments and resources change.   
• D6 Task 2: Assess staffing needs and recruit appropriate personnel (for example, staff, student workers, interns, volunteers) and ensure that the staff works together to fulfill the archives’ mission.   
• D6 Task 3: Train and support personnel, including student workers, interns, volunteers, grant employees, and paid staff.
• D6 Task 4: Identify facility, equipment, and technological needs and prepare and implement plans to meet those needs based on standards and best practices.  
• D6 Task 5: Manage physical facilities based on applicable laws/regulations, standards, and best practices.
• D6 Task 6: Manage digital infrastructure based on applicable laws/regulations, standards, and best practices.
• D6 Task 7: Create, review, and update policies, standards, and procedures that define and facilitate the range of activities in archival programs.   
• D6 Task 8: Provide appropriate technologies to manage archival programs to ensure that the archival record is preserved (for example, registration, cataloging, recordkeeping, collection management).  
• D6 Task 9: Collaborate with other institutions, organizations, and allied professions.
• D6 Task 10: Communicate and cooperate with governing boards or community advisory groups as appropriate.
• D6 Task 11: Conduct assessment of archival programs and services.
• D6 Task 12: Review risk management and preparedness planning (for example, insurance coverage, emergency management procedures, etc.)
• D6 Task 13: Handle grant administration (for example, proposals, post-award).
   

Domain 7: Professional, Ethical, and Legal Responsibilities   

Knowledge Statements

• D7 KS 1: International, national, regional, and subregional organizations whose activities include archival concerns
• D7 KS 2: Current research and resources relating to archival history, theory, methodology, and best practices
• D7 KS 3: Social, economic, cultural, and legal structures that inform and affect archival work across the records continuum
• D7 KS 4: Laws, regulations, and ethical considerations governing loans, deposits, exchanges, and gifts to institutions
• D7 KS 5: Ethical responsibilities of archivists to ensure archival materials and collections are preserved, collected, and respectfully described with community input
• D7 KS 6: Laws, regulations, and policies defining archival materials and governing their retention, access, accessibility, use, integrity, formats, and disposition
• D7 KS 7: Archival and information professional codes and standards
• D7 KS 8: Laws, regulations, and policies relating to marginalized groups to maintain, preserve, display, provide access to, or repatriate archival resources and collections

Tasks

• D7 Task 1: Maintain professional awareness of laws, standards, and best practices around intellectual property rights topics, US Copyright Law (fair use, etc.), rights statements, and orphan works.
• D7 Task 2: Maintain professional awareness of laws and standards for donation agreements, working with institution's counsel and interpreting to donors.
• D7 Task 3: Maintain professional awareness of statutory or other legal authorities and professional standards and act appropriately with respect to archival materials.  
• D7 Task 4: Maintain professional awareness of current issues in the field of archival history, theory, and practice by reading professional literature, attending conferences, and participating in continuing education and professional exchanges   
• D7 Task 5: Apply professional standards, ethical standards, and best practices within organizational constraints (for example, SAA core values and code of ethics).   
• D7 Task 6: Maintain professional awareness of statutes and regulations to maintain compliance with records and document management laws.
• D7 Task 7: Apply appropriate privacy standards when managing collections (for example, HIPAA, FERPA).
• D7 Task 8: Maintain professional awareness of accessibility laws (for example, ADA).
   

Domain 8: Cultural Competency

Knowledge Statements

• D8 KS 1: How to establish mission and collection development strategies that build diverse collections
• D8 KS 2: How to change archival practices to increase cultural diversity in all archival work
• D8 KS 3: Techniques for locating and surveying potential acquisitions with the application of culturally ethical standards
• D8 KS 4: Knowledge of customs, traditions, and behaviors of the cultures with which the archive interacts
• D8 KS 5: How to adapt methods of solicitation and negotiating techniques for specific cultures or communities
• D8 KS 6: Knowledge of the existence and understanding of the lack of inclusion of other sources of knowledge in traditional Western practices
• D8 KS 7: Techniques to support community groups with limited resources
• D8 KS 8: Legal, ethical, and historical challenges of working with marginalized groups to maintain, preserve, display, provide access to, or repatriate archival resources and collections
• D8 KS 9: Methods for assessment and implementation of cultural competence across archival staff and programs
• D8 KS 10: How to be culturally sensitive when handling, displaying, or interpreting materials when providing education, exhibits, or other types of access

Tasks

• D8 Task 1: Identify sources of archival records and papers by applying knowledge about diverse subjects, individuals, organizations, and others that create, receive, and accumulate records and papers appropriate for acquisition. 
• D8 Task 2: Identify and apply all cultural awareness, sensitivities, nuances, and practices in description of materials from and about culturally relevant communities (for example, traditional knowledge labels, Protocols for Native American Archival Materials).
• D8 Task 3: Provide access to materials from underrepresented groups in a culturally sensitive manner (for example, solicit culturally specific information from community members).
• D8 Task 4: Emphasize cultural awareness and sensitivity when managing collections through legal instruments of transfer such as schedules, deeds of gift, purchase contracts, and deposit agreements and any other protocol as determined by the subject culture.
• D8 Task 5: In determining the acquisition of records and papers, identify and evaluate record characteristics with special attention to their cultural significance and restrictions. 
• D8 Task 6: Promote cooperative acquisition and disposition strategies respecting any cultural protocols. 
• D8 Task 7: Ensure accuracy and thoroughness in the recording of historical, linguistic, and culturally significant information and events.
• D8 Task 8: Communicate with community members and public officials to disseminate information about the historical, linguistic, and cultural significance of archived information.
• D8 Task 9: Network with culturally knowledgeable persons who are able to convey the critical historical facts, figures, stories, pictures, and other information of historical, linguistic, and cultural importance.
• D8 Task 10: Accurately, thoroughly, and sensitively record and archive verbal narratives from community members with no written records (for example, oral histories, story telling).
• D8 Task 11: Emphasize and provide cultural awareness and sensitivity when conducting historical and cultural instruction.

 

History 

The Role Delineation Statement for Professional Archivists is one of the Academy of Certified Archivists’ greatest contributions to the profession. Developed by archivists and archival educators, it defines the knowledge and skills necessary for archival work. The statement is a unique and valuable contribution to the field because it was created according to rigorous standards under the direction of test-development professionals. The systematic formulation of a statement describing the general responsibilities of professional archivists, and the skills and knowledge that they need to perform those responsibilities, is the foundation upon which to build a viable and sustainable certification examination. 

Panels of archivists and archival educators wrote the original Role Delineation Statement under the guidance of test development professionals. These outside experts ensured the objective, impartial, and non-political nature of the drafting process. A random sample of professional archivists then validated the document for fairness, accuracy, and thoroughness. The result was a series of test specifications known as the Role Delineation Statement for Professional Archivists. It encompasses more than one hundred commonly accepted duties and responsibilities that professional archivists perform in the course of their work. 

The Academy regularly reviews the Role Delineation Statement to ensure it remains a valid basis for the certification examination. Accordingly, in June 2002 President Leon Miller appointed a Role Delineation Review Task Force consisting of Edie Hedlin (chair), Thomas Brown, Gregory Hunter, Gerrianne Schaad, and Deborah Skaggs. After recommending editing and wording changes to reflect recent changes in the field, the task force concluded that the Role Delineation Statement remained a relevant and valid definition of professional archival practice. 

At its meeting in March 2003, the ACA Board accepted the revised Role Delineation Statement, which became the basis for the archival certification examination beginning with the test administered in August 2004. In March 2008, the ACA Board decided that the Role Delineation Statement should be reviewed at least every five years to ensure that it remains a current, relevant, and effective document.  

Role Delineation Review Task Forces 

• 2008 – Cindy C. Smolovik (chair) 

• 2014 – Mary Elizabeth Ruwell (chair) 

• 2019–2020 – Joshua Kitchens (chair); Approved by the ACA Board in 2021