This is archival work at the full-performance level identifying, classifying, and cataloging records and documents for retention in a municipal archive.  Incumbents prepare descriptions and histories of record generating bodies as a necessary part of processing.  The employees assist historians, academic and other researchers in addition to the general public by explaining the nature of information held and its application to their research.  Work is performed under the general supervision of the City Archivist. 


ALLOCATING FACTORS:   (The following conditions must be met for a position to be allocated to this class.)


1.         Employees in this class must perform archival work at the full performance level, identifying, classifying, and cataloging municipal records and documents for retention in a municipal archive.

2.         Employees in this class must assist the general public and researchers to access and understand archival information.

3.         Positions in this class must perform the work in the Records Department.




            Reviews and analyzes terminal records submitted by extant and past City agencies and public bodies; determines origin of all records and documents by searching out organization, function and history of generating agencies; consults past ordinances, statutes, histories and newspaper articles in order to establish provenance; makes archival classifications based upon such findings; prepares written descriptions detailing history of originating agencies and the relationship of records to them.

            Examines records for uniqueness and informative value; compares records from one generating body to another to determine overlap of information contained; retains records meeting present and anticipated demands from the public and scholars; prepares catalogue entries describing records series' contents; enters new archival information or updates existing information into computer; sorts, collates, indexes and shelves records in most advantageous manner; prepares shelf list and cross index files; identifies preservation methods of aged or damaged documents and determines appropriate measures needed to minimize or correct damage; maintains record files and electronic files as required.

            Writes articles and reviews describing special collections; compiles bibliographies of source materials in area repositories; answers written requests for information.

            Assists in developing and conducting workshops and seminars for professionals in the field on archival topics such as conservation techniques, archival resources, and research techniques.

            Assists individuals by describing information held and its application to their research; performs public service work by assisting Archives patrons to access information and explaining the significance of information accessed.

            Maintains usage and collection statistics; prepares activity reports and progress and final reports for grant projects.

            Coordinates the ordering of archival supplies and equipment.

            Performs related work as required.






•           archival standards, procedures, and practices used in the classification of records, documents and papers

•           legal and administrative rules and regulations of records disposal and retention

•           functions, organization and history of Philadelphia agencies and public bodies

•           historical bibliographic sources

•           techniques of record preservation, duplication and restoration

•           principles of records management and record retention schedules

•           computer hardware and software relating to work assignment




•           conduct research in the history, functions and organization of record generating agencies

•           apply standard archival procedures and practices to the classification of records, documents and papers

•           utilize computer hardware and software relating to work assignment

•           express ideas effectively, both orally and in writing

•           establish and maintain effective working relationships with the public and departmental officials and associates


MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests.  Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 12/15.)




            Completion of a bachelor's degree program at an accredited college or university with major coursework in history, archival administration, library science, information science, or a related field.


PREFERRED MAJOR COURSEWORK: archival studies, urban history, public history





            One year of experience in archival examination, research, and classification.





            Two years of experience, of limited scope and difficulty, identifying, classifying, and cataloging records and documents for retention in a government, non-profit, academic, business or other private  archive.




            Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources.


NOTE:            This note does not apply to career advancement or in-position promotion. Completion of a master's degree program in history, archival administration, library science, information science, or a related field, or post-Bachelor’s certification as an Archive Specialist from an accredited college or university may substitute for the general experience.




            Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.


Class Established - 1/53

Spec. Revised - 3/87

Spec. Revised: CSC - 11/97; Ad. Board - 12/97

Spec. Revised: CSC - 12/99; Ad. Board - 12/99

Spec. Revision: CSC – 7/15; Ad. Board – 8/15

Latest Spec. Revision: CSC – 11/15; Ad. Board – 12/15