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Archives and Records Management Intern: Artwork Documentation
San Francisco, CAPosted Today
Internshiponsite
Job Description
The San Francisco Museum of Modern Art is one of the largest museums of modern and contemporary art in the United States and a thriving cultural center for the Bay Area. We cannot imagine life without art; it inspires and connects us every day. Now more than ever, these connections matter and are aligned with our values.
Inclusive: We strive to be a museum of many voices in dialogue.
Passionate: We believe working with art is more than a job or trusteeship - it's a way of life.
Brave: We are committed to approaching our work with courage and a sense of adventure, always ready to explore new perspectives.
Empathic: We aim to act like a person, not an institution.
SFMOMA is a place for the infinitely curious to explore, support, and experience the art of our time. We believe that modern and contemporary art can influence the way we think, view the world, and embrace the many voices and perspectives around us. We aspire to foster an environment that elicits joy, nurtures a sense of belonging and purpose—where difference is seen as a strength, and every one is appreciated for their whole self.
Schedule: Fall 2026, duration based on school schedule, at least 3 hours per week, fully onsite
This is an unpaid internship – applicant must provide proof for receiving school credit.
Archives and Records Management
The SFMOMA Archives collects, preserves, and provides reference access to the records that document the curatorial, educational, and administrative activities of the museum. The SFMOMA Archives houses the institutional records of the museum dating back to 1935. The department is also responsible for the museum’s Records Management Program. In this capacity, the Archives staff develops strategies, plans policies, and implements guidelines to ensure the orderly transfer and disposition of museum documentation so that the museum's historical record is complete.
Position Description
The Archives and Records Management internship aims to provide the intern with a well-rounded experience and offers them an opportunity to learn more about the archives and information science professions. The intern will work one-on-one with Archivist/Records Manager to continue a pilot project focused on centralizing access and contribution to artwork-related documentation for objects accessioned into the museum’s art collection. The intern will survey and inventory incoming born-digital documents, upload and describe documents into the museum’s digital asset management system and ensure incoming information about the object is reflected in the collection management system.
Project Plan
- Get to know the SFMOMA Archives & Records Management Department
- Learn about the archives’ role and collections, particularly as it relates to artwork documentation
- Meet the team and learn about each person’s role and path to SFMOMA
- Learn about museum object files
- Learn about what constitutes an object record, and the history and current use of object files at SFMOMA
- Become familiar with who contributes to object records and for what purposes
- Receive training on the various systems and workflows where museum object information and documentation are created and accessed
- Learn about the systems and repositories that hold object information and assets: collections management system, digital asset management system, SharePoint, and Network Drive locations
- Understand how they all connect and how one will be using all those tools to preserve and provide broader access to object documentation
- Learn how to digitize archival materials
- Compile digital object files
- Produce inventories and file maps for object files
- Prepare files for upload into digital asset management system
- Upload and describe files in the digital asset management system, and link them to the collections management system
- Draft new and/or update standards and procedures for collecting, organizing, uploading, and describing digital object records
- By the end of the internship, the Archives & Records Management intern will have:
- Completed a metrics report and a project summary of their work
- Created and/updated procedural documentation on archives, collections information, and digital asset management standards and processes
- Gained experience in records management, processing, collections information management, and digital asset management in a museum context
- Explored the integrated workflows within the Archives and Art Resources Department and the department with Curatorial, Registration, Conservation, Collections Management, Project Management, and Administration
- Increased intellectual control of records with enduring historical value
Educational Objectives
- Gain experience working at the intersection of archives and records management in a museum context.
- Gain experience in digitizing archival materials and processing digitized and born-digital materials.
- Develop research, information management and problem-solving skills.
- Exercise communication and other soft skills required to work on cross-divisional and cross-departmental projects.
- Contribute to standards and procedures for describing object records
- Introduce the intern to core competencies of the archives and records management professions through a combination of the assigned project and mentoring.
- Collaborate with colleagues within the Archives and Art Resources department
Qualifications & Skills
- Must be a current student in or recent graduate of a Masters-level program in library science, records management/administration, museum studies, or related program.
- Detail-oriented and extremely organized
- Interest in archives and records management, specifically in a museum setting
- Proficiency with Microsoft Office Suite, Microsoft 365 (including Teams and SharePoint), and task-management applications such as Asana and Airtable
- Experience handling fragile objects, particularly paper and audiovisual materials
Application Requirements
- Intern application on SFMOMA job site
- Resume, in PDF format
- Cover letter stating the specific internship of interest, in PDF format
- Describe the experience you bring, why you are interested in museum or nonprofit work, reasons for applying to the San Francisco Museum of Modern Art, and your goals for the internship.
- Two letters of recommendation from either a college professor or current/former employer, in PDF format
- College/university transcript, in PDF format
- Transcripts can be unofficial but must be legible
- If you are currently enrolled in a master's or PhD program, please provide the transcript for your current program, not your undergraduate transcript
Schedule: Fall 2026, duration based on school schedule, at least 3 hours per week, fully onsite
This is an unpaid internship – applicant must provide proof for receiving school credit.
Archives and Records Management
The SFMOMA Archives collects, preserves, and provides reference access to the records that document the curatorial, educational, and administrative activities of the museum. The SFMOMA Archives houses the institutional records of the museum dating back to 1935. The department is also responsible for the museum’s Records Management Program. In this capacity, the Archives staff develops strategies, plans policies, and implements guidelines to ensure the orderly transfer and disposition of museum documentation so that the museum's historical record is complete.
Position Description
The Archives and Records Management internship aims to provide the intern with a well-rounded experience and offers them an opportunity to learn more about the archives and information science professions. The intern will work one-on-one with Archivist/Records Manager to continue a pilot project focused on centralizing access and contribution to artwork-related documentation for objects accessioned into the museum’s art collection. The intern will survey and inventory incoming born-digital documents, upload and describe documents into the museum’s digital asset management system and ensure incoming information about the object is reflected in the collection management system.
Project Plan
- Get to know the SFMOMA Archives & Records Management Department
- Learn about the archives’ role and collections, particularly as it relates to artwork documentation
- Meet the team and learn about each person’s role and path to SFMOMA
- Learn about museum object files
- Learn about what constitutes an object record, and the history and current use of object files at SFMOMA
- Become familiar with who contributes to object records and for what purposes
- Receive training on the various systems and workflows where museum object information and documentation are created and accessed
- Learn about the systems and repositories that hold object information and assets: collections management system, digital asset management system, SharePoint, and Network Drive locations
- Understand how they all connect and how one will be using all those tools to preserve and provide broader access to object documentation
- Learn how to digitize archival materials
- Compile digital object files
- Produce inventories and file maps for object files
- Prepare files for upload into digital asset management system
- Upload and describe files in the digital asset management system, and link them to the collections management system
- Draft new and/or update standards and procedures for collecting, organizing, uploading, and describing digital object records
- By the end of the internship, the Archives & Records Management intern will have:
- Completed a metrics report and a project summary of their work
- Created and/updated procedural documentation on archives, collections information, and digital asset management standards and processes
- Gained experience in records management, processing, collections information management, and digital asset management in a museum context
- Explored the integrated workflows within the Archives and Art Resources Department and the department with Curatorial, Registration, Conservation, Collections Management, Project Management, and Administration
- Increased intellectual control of records with enduring historical value
Educational Objectives
- Gain experience working at the intersection of archives and records management in a museum context.
- Gain experience in digitizing archival materials and processing digitized and born-digital materials.
- Develop research, information management and problem-solving skills.
- Exercise communication and other soft skills required to work on cross-divisional and cross-departmental projects.
- Contribute to standards and procedures for describing object records
- Introduce the intern to core competencies of the archives and records management professions through a combination of the assigned project and mentoring.
- Collaborate with colleagues within the Archives and Art Resources department
Qualifications & Skills
- Must be a current student in or recent graduate of a Masters-level program in library science, records management/administration, museum studies, or related program.
- Detail-oriented and extremely organized
- Interest in archives and records management, specifically in a museum setting
- Proficiency with Microsoft Office Suite, Microsoft 365 (including Teams and SharePoint), and task-management applications such as Asana and Airtable
- Experience handling fragile objects, particularly paper and audiovisual materials
Application Requirements
- Intern application on SFMOMA job site
- Resume, in PDF format
- Cover letter stating the specific internship of interest, in PDF format
- Describe the experience you bring, why you are interested in museum or nonprofit work, reasons for applying to the San Francisco Museum of Modern Art, and your goals for the internship.
- Two letters of recommendation from either a college professor or current/former employer, in PDF format
- College/university transcript, in PDF format
- Transcripts can be unofficial but must be legible
- If you are currently enrolled in a master's or PhD program, please provide the transcript for your current program, not your undergraduate transcript
The San Francisco Museum of Modern Art is one of the largest museums of modern and contemporary art in the United States and a thriving cultural center for the Bay Area. We cannot imagine life without art; it inspires and connects us every day. Now more than ever, these connections matter and are aligned with our values.
Inclusive: We strive to be a museum of many voices in dialogue.
Passionate: We believe working with art is more than a job or trusteeship - it's a way of life.
Brave: We are committed to approaching our work with courage and a sense of adventure, always ready to explore new perspectives.
Empathic: We aim to act like a person, not an institution.
SFMOMA is a place for the infinitely curious to explore, support, and experience the art of our time. We believe that modern and contemporary art can influence the way we think, view the world, and embrace the many voices and perspectives around us. We aspire to foster an environment that elicits joy, nurtures a sense of belonging and purpose—where difference is seen as a strength, and every one is appreciated for their whole self.
The position’s workspace is divided between the museum’s Third Street location and its Collection Center in South San Francisco dependent on assigned projects.
Job posting open date: 5/18/26
All jobs posted will remain open for at least five business days.
We encourage all interested applicants to apply within the initial open posting period as the application close date may or may not be extended beyond that initial period. Applications will not be accepted after a posting has been closed.
Location: San Francisco, 151 3rd Street.
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
SFMOMA is an equal opportunity employer that is committed to diversity, equity, inclusion, and accessibility. No person shall be discriminated against based on race, color, religion, gender, gender identity, age, genetic information, ancestry/national origin, marital status, disability, medical condition, HIV status, sexual orientation, veteran/military status, and any other category protected by federal of state law.
You may request reasonable accommodation if you are unable to or are limited in your ability to access job postings or provide additional information asked in the job posting.
You can request reasonable accommodation by contacting the People Team at [email protected].