Freelance archive specialist role available

Role overview

Freelance archive specialist, Fit for the Future project at Glenside Hospital Museum
Location: Glenside Hospital Museum, Bristol (on-site required for assessment)

Contract: Freelance (6 days total)
Fee: £2,600 (inclusive of VAT) + up to £600 expenses
Duration: 3 days on-site assessment + 3 days report writing

Project overview

The museum holds a significant paper archive of approximately 3,000 items dating from the late 19th to late 20th century, including photographs, books, reports, correspondence, and personal
papers of key figures in mental health history.

While the archive collection is partially listed, it is not fully catalogued or digitised, and access is limited. Our object collection has been 90% catalogued on a CMS system and there is a plan to buy a new CMS.

This project will provide a professional scoping report to guide the future cataloguing, care,
management, and accessibility of the archive.

Key responsibilities

• Conduct an on-site assessment of the archive collection, including its scope, organisation, and condition
• Review current documentation systems (including spreadsheets and existing CMS) and
  assess suitability for archival management
• Evaluate storage conditions, preservation needs, and risks (including potential
  relocation)
• Identify priorities for cataloguing, digitisation, and conservation
• Assess current and potential access arrangements (physical and digital)
• Provide recommendations for appropriate collections management systems or archival
  solutions
• Identify opportunities for improving access, engagement, and income generation (e.g.
  research services)
• Advise on training needs and practical next steps for volunteer teams
• Produce a clear, structured scoping report with actionable recommendations and a
  phased forward plan

Deliverables

A professional scoping report including:

• Overview of the collection and its significance
• Assessment of current systems and storage
• Risk analysis and immediate priorities
• Recommendations for cataloguing, digitisation, and care
• Options for collections management systems
• Guidance on access, engagement, and income opportunities
• Suggested roadmap for future development (including potential Archive Service Accreditation)

Person specification

Essential:

• Proven experience in archival assessment, collections management, or similar
• Strong knowledge of archival standards, cataloguing, and best practice
• Experience producing scoping reports or strategic recommendations
• Ability to work independently and deliver within a tight timeframe
• Excellent written communication skills

Desirable:

• Experience working with museums or volunteer-led organisations
• Knowledge of mental health, medical, or social history collections
• Experience advising on CMS selection or digital access solutions
• Understanding of Archive Service Accreditation standards

Additional information

• The consultant must be able to complete both the on-site assessment and written report
  within the 6-day timeframe
• The fee is fixed; expenses must not exceed £600 (inclusive of VAT)
• The project is intended to inform future funding applications and long-term archive development