Institutional Records Archivist, Boston Public Library, (Boston, MA)

Posted September 29, 2025

The Boston Public Library (BPL) is seeking an archivist for a three-year grant-funded position to survey, inventory, and manage institutional records related to BPL’s Central Library in Copley Square. This position focuses exclusively on BPL’s historic records and plans related to the McKim and Boylston buildings that make up the Central Library. The archivist will build a system for controlling and managing these records in order to support the planning and design phase for an upcoming renovation of the historic McKim Building. We are seeking an archivist with a proactive and flexible approach to collection management who can work independently and also enjoys collaboration.

The Institutional Records Archivist for Central Library – Built Environment will be a full-fledged team member of the Archives Department in BPL’s Special Collections and will participate in programmatic work to build local practices and workflows for managing archival collections and institutional records. The BPL Archives Department is a small but collaborative team that is committed to continuous learning. We are exploring different approaches to extensible processing and iterative workflows, and the incumbent should have experience finding different technical solutions for information management. We value incremental improvement over perfection and are looking for someone who is not afraid to make mistakes and will explore creative and innovative solutions through experimentation.

Position Overview:

This three-year term position surveys, inventories, and provides access to Boston Public Library’s institutional records related to the built environment of the Central Library in Copley Square, which spans the National Historic Landmark McKim Building (1895) and the adjacent Boylston Street Building (1972). Collections include historical and contemporary architectural plans and drawings, construction records, master plans, design specifications, correspondence, photographs, and related facilities and systems documentation. These collections span tens of thousands of items in a wide variety of formats and media types and date from the late nineteenth century to the present day.

Works closely with appropriate staff across the library to understand records use needs, ensure access to building records utilized for BPL operations, and provides access to contemporary and historical records that support upcoming renovation planning and implementation at the Central Library. Ensures that building records are arranged, described, and stored in accordance with established standards and best practices at an appropriate level of detail and effort. Assists with the development of the library’s workflows, access policies, and processing procedures for institutional records.

Reports to:

Manager of Archives

Responsibilities:

Works closely with Operations, Facilities, and Major Projects staff to understand built environment records needs across content and format and facilitate access to Central Library plans, building records, and related documentation.
Surveys, inventories, and co-locates records related to Central Library buildings; arranges and describes records; and applies archival appraisal to records based on projected use, records retention schedules, and other factors.
Develops and implements a plan for the storage and stewardship of building plans and related documentation in a wide range of formats that facilitates access and preserves materials for long-term use.
Applies knowledge of current and emerging archival descriptive standards and systems (including DACS, EAD, and authority control standards) and records management practices to the development of a records maintenance and access plan for BPL institutional records related to the built environment. Collaborates with Research & Special Collections staff, particularly with the Archives Department, to ensure that records stewardship work aligns with local practices for archives and records management.
Answers reference questions and supports research and access for BPL staff and project stakeholders to BPL institutional records related to the Central Library’s built environment.
Assists with the training of BPL staff at all levels in accessing and maintaining institutional records related to the built environment and building management, maintenance, and renovation. Works closely with appropriate staff to set accessioning, deaccessioning, and processing priorities for BPL architecture plans and related materials and tracks and reports progress.
Presents, delivers a briefing, and shares information to with BPL staff and project partners to promote knowledge and use of the Library’s institutional records.
Documents activities, makes oral presentations, and prepares written progress reports regarding the status of the project.
Performs other related duties as assigned.

Minimum Entrance Qualifications:

Education – Bachelor’s degree from a recognized college or university. Master’s degree in library and information science required with formal training or professional experience in archival theory and practice. Relevant subject knowledge and/or specialized training required. In exceptional instances, specialized education, training, and/or experience may be substituted for a part or all of the educational requirements.
Experience – Four (4) years of professional experience in archival processing and description in a museum, library, or other similar institution required. Subject knowledge of architecture and building arts is highly desirable.
Proven skill in arranging and describing archival collections both large and small to varying levels of detail, and assessing and determining appropriate levels of processing based on research value, condition, and other factors, with a preference for experience with corporate or institutional archives.
Demonstrated knowledge of archival theory and practice; comprehensive knowledge of descriptive standards for archival and manuscript materials, especially DACS and EAD, and familiarity with other relevant standards.
Familiarity with records management practices and models, with a preference for demonstrated experience in records management and architectural records arrangement and description.
Demonstrated experience with basic preservation and collection management for archives.
Ability to execute library policy.
Ability to plan and supervise the work of others.
Demonstrates initiative and independent decision-making skills.
Communicates effectively and presents ideas clearly. Excellent oral and written communication skills, including public speaking, editorial, and formal writing abilities.
Ability to think creatively and innovatively.
Significant experience working with institutional records, archives, organizational records, or special collections materials.
Ability to collaborate with library staff, external partners, and resources.
Ability to bend, stoop, reach, and climb stairs. Ability to lift and carry 40 pounds with appropriate equipment or assistance from another person.
CORI – Must successfully clear a Criminal Offenders Record Information check with the City of Boston.

Please note BOSTON RESIDENCY IS REQUIRED for the position. New hires must prove residency within the City of Boston on the first day of employment. City of Boston residency is limited to Boston city limits and does not include Cambridge, Somerville, Brookline, and adjacent cities and towns.

Location: Boston Public Library – Central Library in Copley Square, 700 Boylston Street, Boston, MA 02116. Position will also require work at BPL’s off-site storage facility at the City of Boston Archival Center in West Roxbury.

Work environment: Most duties are performed in various stacks environments with artificial light and a variety of temperature and humidity controls. The noise level varies based on storage location. Working environment may include exposure to dust, mold, and/or other organic material or other irritants inherent to historic collections.

Hours and Compensation:

Union/Salary Plan/Grade: PSA/P-3

Salary range: $73,526.65- $95,670.33 (will increase to $74,997.18- $97,583.74 in late October 2025 as stipulated by union contract)

Hours per week: 35

Term position: This is a three-year term position that will not be renewed.

How to apply

To apply to this position, please visit the City of Boston employment website. Please include a cover letter detailing your interest in the position and relevant experience along with a current resume or CV. Please combine your cover letter and resume in a single PDF file and attach them together in the resume upload section.

[The position overview, scope of responsibility, job requirements and competencies can be found in the City of Boston Career Center posting: https://bit.ly/bpl-inst-archivist]