Why pre-screen archivists before the interview
Two problems decide whether an archive works, and neither is visible on a resume. The first is description: material catalogued inconsistently is effectively lost, no matter how well it is stored. The second is digital, where obsolete formats and unmanaged storage lose material faster than damp ever did. An archivist who has real answers on both is a different hire from one who has processed accessions under supervision, and a short screen tells them apart.
What actually matters when screening Archivist candidates
- 01
Outcomes that landed
Ask what collections they processed end to end: linear feet accessioned, backlog reduced, finding aids published in ArchivesSpace, digitisation batches delivered, or grant-funded projects completed on schedule.
- 02
Stakeholder facilitation
Probe how they handle donors, records creators, and researchers: negotiating deeds of gift, chasing departments for transfers, running reading room reference interviews.
- 03
Regulatory and policy command
Test command of DACS or ISAD(G), MARC and EAD encoding, retention schedules, plus copyright, GDPR or FOIA exemptions and restricted personnel or medical files.
- 04
Evidence and reporting
Look for how they tracked use and preservation: reading room and download statistics, fixity checks, PREMIS metadata, condition surveys, reporting to boards or funders like NHPRC.
Pre-screening questions to ask Archivist candidates
12 questions grouped by what they test. Ask the same set in every screen and score answers on a consistent scale, or send them as an async video screen and compare answers side by side.
Collections processed
3 questions01What is your experience with archiving systems?
Listen forNamed systems used daily with the collection size they managed, and what they migrated or set up themselves.
Systems named with no processing behind them, or collection scale left undescribed.
02What is your experience handling and preserving physical documents and artefacts?
Listen forHandling practice described concretely, including storage environment and enclosures chosen for particular materials.
Handling described as being careful, or no awareness of what temperature and humidity do to a collection.
03How have you handled the organisation of large amounts of material in the past?
Listen forA backlog they worked through with a stated level of description, and why they stopped at that level rather than going deeper.
One collection described perfectly while a backlog grew, or no sense of throughput at all.
Cataloguing to a standard
3 questions04How do you handle the process of cataloguing and classifying materials?
Listen forA named descriptive standard applied consistently, with original order respected and arrangement decisions documented.
Cataloguing invented per collection, or original order rearranged for tidiness with no record.
05Can you explain your understanding of metadata and its importance in archiving?
Listen forMetadata tied to how researchers actually search, with provenance and context captured rather than only titles and dates.
Metadata treated as a form to complete, or provenance not recorded at accession.
06Can you describe your experience with using databases?
Listen forCatalogue systems used for real work including bulk edits and exports, not only single record entry.
Records entered one at a time with no ability to correct in bulk, or no experience exporting a catalogue.
Preservation decisions
4 questions07What is your knowledge of digital preservation methods?
Listen forFormat obsolescence, fixity checking and multiple copies covered concretely, with a migration they actually performed.
Digital preservation equated to keeping a backup, or no awareness of file format risk.
08How would you handle a situation where archive materials are deteriorating?
Listen forStabilisation and isolation first, with prioritisation across a collection and a clear point for calling a conservator.
Would attempt repairs themselves on valuable material, or no triage across items competing for attention.
09Describe a situation where you had to handle fragile materials.
Listen forSpecific handling practice with supports and gloves used where appropriate, and a decision to restrict access to an item.
Fragile items handled the same as sturdy ones, or access never restricted regardless of condition.
10Are you familiar with the process of digitisation?
Listen forCapture standards and file formats chosen deliberately, with metadata created at the point of digitisation rather than after.
Scanning at whatever setting was default, or digitised files with no metadata attached.
Findable by researchers
2 questions11How have you handled user or research enquiries in your past roles?
Listen forEnquiries answered by interpreting what the researcher actually needs, with common questions fed back into the catalogue.
Enquiries answered only from the catalogue as written, or repeated questions never used to improve description.
12Have you dealt with issues related to the privacy or confidentiality of archived materials?
Listen forClosure periods and personal data handled by policy, with a specific case where access was restricted and why.
Material opened without checking for personal data, or closure decisions made informally with no record.
How to score responses
Score every candidate on the same four criteria immediately after the screen. At this stage you are shortlisting for panel interviews, not making the final call.
Outcomes that landed
30%5Names specific collections with extent, processing level chosen, and published finding aids or digital objects a researcher can now retrieve.
Stakeholder facilitation
25%5Describes a donor or department negotiation where they secured records with clear terms on access restrictions and copyright.
Regulatory and policy command
25%5Cites standards and statute precisely, explaining a restriction or takedown decision they made and the authority it rested on.
Evidence and reporting
20%5Reports concrete usage or preservation metrics and shows how those numbers changed processing priorities or secured funding.
Material catalogued inconsistently is lost however well it is stored, and digital arrivals go faster than damp ever did. A one-way video screen asks about both.
Try it on HirevireScreening FAQ
Process basics
How long should a pre-screening round for an archivist take?
Ten to fifteen minutes across eight to ten questions, answered async. Enough to establish what they processed themselves, test their cataloguing and preservation practice, and hear how they handle research enquiries.
Should the screen cover digital preservation even for a physical archive?
Yes. Almost every collection now arrives with digital material attached, and an archivist with no answer for file formats, fixity checking or storage will lose the newest part of your holdings without noticing.
Evaluating answers
What is the strongest signal when screening an archivist?
A backlog they cleared. It shows they can make description decisions at pace rather than perfect one collection indefinitely. Ask what level they described to and why they stopped there.
How do I judge preservation answers?
Ask what they did about something deteriorating. Sound answers stabilise, prioritise and know when to call a conservator. Anyone who would attempt a repair themselves on valuable material is a risk to the collection.
Go deeper on this role
Sanat has been hiring since 2012 and watching the recruitment industry change up close ever since, and turned that screening process into Hirevire's video screening platform. LinkedIn
