State Archivist Onboarding Checklist

State Archivist Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new State Archivist starts their role, they can learn about their responsibilities and your company as quickly as possible? Whether you’re keen to use buddy onboarding, want to automate your Government onboarding experience or just need an onboarding checklist for your new State Archivist, you’re in the right place. We’ve put together a sample State Archivist onboarding checklist below and have created onboarding templates & resources to help.

State Archivist Onboarding Checklist

1. Orientation: The new State Archivist should undergo a comprehensive orientation program to familiarize themselves with the organization’s structure, policies, and procedures. This task is typically performed by the Human Resources department or a designated onboarding specialist.

2. Introduction to the Archives Department: The new State Archivist should be introduced to the Archives Department, its mission, and its role within the government. This task is usually performed by the department head or a senior archivist.

3. Review of Archival Policies and Procedures: The new State Archivist should receive a thorough review of the organization’s archival policies and procedures, including records management, preservation, and access protocols. This task is typically performed by a senior archivist or the department head.

4. Familiarization with Archival Collections: The new State Archivist should be given an overview of the archival collections held by the organization, including their significance, scope, and condition. This task is usually performed by a senior archivist or a subject matter expert.

5. Training on Archival Systems and Software: The new State Archivist should receive training on the archival systems and software used by the organization, such as collection management systems, digitization tools, and database software. This task is typically performed by the IT department or a designated trainer.

6. Introduction to Stakeholders: The new State Archivist should be introduced to key stakeholders, both internal and external, who interact with the Archives Department. This may include government officials, researchers, historians, and other relevant individuals. This task is usually performed by the department head or a senior archivist.

7. Shadowing and Mentoring: The new State Archivist should have the opportunity to shadow and learn from experienced archivists within the organization. This can include observing their work, participating in projects, and receiving guidance and mentorship. This task is typically performed by senior archivists or designated mentors.

8. Review of Legal and Ethical Obligations: The new State Archivist should receive a comprehensive review of the legal and ethical obligations associated with their role, including privacy laws, copyright regulations, and professional codes of conduct. This task is typically performed by the department head or a legal expert.

9. Introduction to Preservation Techniques: The new State Archivist should be introduced to various preservation techniques and best practices for ensuring the long-term survival of archival materials. This may include training on proper handling, storage, and conservation methods. This task is typically performed by a senior archivist or a preservation specialist.

10. Collaboration with Other Departments: The new State Archivist should be encouraged to collaborate and establish relationships with other departments within the organization, such as records management, research, and public outreach. This task may involve attending meetings, participating in cross-departmental projects, and fostering effective communication channels. This task is typically facilitated by the department head or a designated liaison.

11. Performance Expectations and Goal Setting: The new State Archivist should have a clear understanding of their performance expectations and be involved in setting goals and objectives for their role. This task is typically performed by the department head or a supervisor.

12. Ongoing Professional Development: The new State Archivist should be encouraged to engage in ongoing professional development activities, such as attending conferences, workshops, and training sessions, to stay updated with the latest trends and advancements in the field. This task may involve guidance from the department head or access to professional development resources.

13. Introduction to Government Processes and Procedures: The new State Archivist should receive an introduction to the specific government processes and procedures relevant to their role, such as budgeting, procurement, and reporting requirements. This task is typically performed by a senior archivist or a designated government liaison.

14. Familiarization with Digital Archiving: The new State Archivist should be familiarized with digital archiving practices, including digital preservation, electronic records management, and digital access systems. This task is typically performed by a senior archivist or an IT specialist.

15. Introduction to Public Access and Outreach: The new State Archivist should be introduced to the organization’s public access and outreach initiatives, including public reference services, educational programs, and online platforms. This task is typically performed by a senior archivist or a public outreach coordinator.

16. Review of Disaster Preparedness and Recovery Plans: The new State Archivist should receive a review of the organization’s disaster preparedness and recovery plans, including protocols for mitigating risks, responding to emergencies, and salvaging damaged materials. This task is typically performed by a senior archivist or a designated disaster management expert.

17. Performance Evaluation and Feedback: The new State Archivist should undergo regular performance evaluations and receive constructive feedback to support their professional growth and development. This task is typically performed by the department head or a supervisor.

18. Introduction to Research Requests and Reference Services: The new State Archivist should be introduced to the process of handling research requests and providing reference services to external researchers, historians, and the general public. This task is typically performed by a senior archivist or a reference librarian.

19. Review of Government Regulations and Compliance: The new State Archivist should receive a review of relevant government regulations and compliance requirements, such as Freedom of Information Act (FOIA) requests, data protection laws, and public records management guidelines. This task is typically performed by a senior archivist or a legal expert.

20. Integration into the Archival Community: The new State Archivist should be encouraged to actively participate in the archival community, both locally and nationally, by joining professional associations, attending conferences, and networking with peers. This task may involve guidance from the department head or access to professional networking opportunities

Setting Up Your Employee Onboarding Process

From reading through the items in the example State Archivist checklist above, you’ll now have an idea of how you can apply best practices to getting your new State Archivist up to speed and working well in your Government team. Scroll up to see the link to our onboarding templates & resources or get in touch to discuss getting help setting up your systems and processes in this area.