Work With CoSA
Positions Available
The Council of State Archivists (CoSA) is a nonprofit membership organization of the state and territorial government archives in the fifty states, five territories, and District of Columbia. Through collaborative research, education, and advocacy, CoSA provides leadership that strengthens and supports state and territorial archives in their work to preserve and provide access to government records. CoSA is an Equal Opportunity Employer.
Call for Proposals: Project Consultant(s) - Strategic Growth and Development
Project: State and Territorial Archive Data Aggregation Implementation Grant
Organization: Council of State Archivists (CoSA)
Location: Remote, U.S. Based
Engagement Duration (suggested): 24 months in 2 phases of tiered support
Total funding available: $70,000
CoSA seeks proposals from practicing consultants, independent researchers, or small teams to support the recently funded Mellon Foundation grant to support an implementation effort to activate recommendations that advance the stewardship and use of data related to state and territorial archives, alongside strategic planning for organizational sustainability and maintenance. Major goals for the overall project include completion of a strategic planning process, focused especially on internal alignment and development of sustainable funding of core CoSA activities; enhanced collaboration and knowledge sharing among and between the CoSA community, other government agencies, researchers, and mission adjacent professionals; as well as better display, use, function, and gathering of CoSA’s data and resources.
Project Background Specific to this Call:
CoSA regularly engages in strategic planning, recently approving a new strategic plan for the State Electronic Records Institute (SERI), which considers the implementation goals of this Mellon-funded project. We also recognize the valuable recommendations made in the 2016 report, "Council of State Archivists: A Case for Sustainability," which provided a vision through 2020. Both the new SERI and existing CoSA Strategic Plans are set to expire in 2026. This project aims to establish an achievable pathway forward, focusing on development activity and sustainable funding of core CoSA activities, including data/resource collection and management.
Scope of Work:
CoSA seeks a Strategic Growth and Development Consultant to lead the organization through the next phase of planning. The suggested length of engagement is 24-months, divided into two phases:
- Phase 1 (12 months): Active project work, including strategic planning and development activities that will lead to a roadmap for CoSA’s staff and leadership to implement.
- Phase 2 (12 months): Advisory role, providing guidance during the implementation of the developed roadmap.
Phase 1: Key Activities (12 months):
- Stakeholder Engagement: Involve key stakeholders (such as, Board members, retirees, active volunteers, corporate sponsors, mission-aligned associations, external partners) in focus groups, surveys, and other conversations.
- SWOT Analysis: Conduct a SWOT (Strengths, Weaknesses, Opportunities, Threats) analysis to inform strategic planning.
- Workshops: Host at least one in-person workshop, likely during the 2026 CoSA Annual Meeting, to gather input and build consensus on strategic goals and priorities.
- Funding Strategy: Develop a comprehensive funding strategy, including identifying potential funding sources, building on past work in this area.
- Research Plan: Consider a research plan agenda that prioritizes CoSA’s data-collecting activities alongside emerging topics of interest to the field.
- Implementation Roadmap: Provide an implementation roadmap for the strategic vision with clear milestones and responsibilities.
Phase 2: Key Activities (12 months):
As CoSA staff and leadership implement the roadmap developed during Phase 1, the organization would retain the consultant(s) on a more limited basis for advisory support. Services may include, but are not limited to, consultation for questions, clarification, brainstorming, stakeholder development, and course correction.
Work Products
- Interim reports and presentations as needed
- Final report and presentation with recommendations
CoSA expects project work to begin in early 2026 and continue through early 2028. Individuals or teams may submit proposals for consideration, which should include an expected timeline of project work. The maximum payable amount is $70,000.
Required Qualifications:
- Strong written and oral communication skills
- Demonstrated experience in strategic growth and development consulting, preferably within nonprofit, association, or archival organizations.
- Strong background in conducting SWOT analyses and developing comprehensive strategic plans.
- Experience in stakeholder engagement, including conducting focus groups and surveys.
- Proven track record of developing successful funding strategies.
- Excellent communication and facilitation skills.
- Demonstrated ability to work on research projects with limited day-to-day supervision
- Familiarity with archives, government agencies, or other related fields (such as libraries, museums, or records management)
- Eligible to work in the U.S.
- Ability to travel to an in-person gathering (additional funding available)
Interested consultants should contact CoSA Executive Director Joy Banks at employment@statearchivists.org for further details and information on submitting a proposal. Review of proposals will begin by early February 2026.
Call for Proposals: Project Consultants - Technology
Project: State and Territorial Archive Data Aggregation Implementation Grant
Organization: Council of State Archivists (CoSA)
Location: Remote, U.S. Based
Engagement Duration (expected): 2 phases, each 24 months with possibility of overlap
Total funding available for both phases: $150,000
CoSA seeks proposals from practicing consultants or small teams to support the recently funded Mellon Foundation grant to support an implementation effort to activate recommendations that advance the stewardship and use of data related to state and territorial archives, alongside strategic planning for organizational sustainability and maintenance. Major goals for the overall project include finalization of adoption of an Association Management System (AMS) and new website; migration of CoSA’s Resource Center to GitHub or similar environment; creation and configuration of a dynamic data repository with visualization features; and implementation of a plan for continuous improvement and sustainability of the tools in the future.
The technology components of the project were proposed in two phases: design/implementation (Phase 1, 2026-2027) and maintenance/sustainability (Phase 2, 2027-2028). CoSA welcomes proposals that address one or both components and expects those selected to work in tandem for some portion of the project term for long-term success.
- Phase 1: Technical Design and Implementation
- Phase 2: Technical Maintenance
Download full RFP for both opportunities
Interested consultants should contact CoSA Executive Director Joy Banks at employment@statearchivists.org for further details and information on submitting a proposal. Review of proposals will begin by early February 2026.
Call for Proposals: Project Consultant(s) – IPER Curriculum
Project: Intergovernmental Preparedness for Essential Records (IPER) Curriculum Modernization
Organization: Council of State Archivists (CoSA)
Location: Remote, U.S. Based
Engagement Duration (suggested): 18-24 months
Total funding available: $95,000
CoSA seeks proposals from practicing consultants, independent researchers, or small teams to support the recently funded Mellon Foundation grant to support a comprehensive review, revision, and re-release of CoSA’s seminal Intergovernmental Preparedness for Essential Records (IPER) curriculum. Major goals for the overall project include comprehensive review of three program courses (consisting of nine 90-minute modules and related materials); convening a Blue Ribbon panel and/or focus group to engage with the review; conducting a pilot of all revised courses; and implementing a plan for review and sustainability of the curriculum for the future.
Project Background Specific to this Call:
After the devastating hurricane season of 2005, CoSA committed to responding to a dearth of unified training for emergency and disaster preparedness for state and territorial government archives and records management centers. The outputs of this effort started with the publication of Safeguarding our Nation’s Identity (2007) and culminated several years later with the production of the Intergovernmental Preparedness for Essential Records (IPER) project, a 3-course training curriculum initially funded by FEMA. After 15 years of use, the CoSA Education Committee undertook an initial review of the existing IPER curriculum and found the architecture of the courses to be sound but the content to be dated. The Committee recognized the labor necessary and recommended to the Board of Directors that CoSA pursue funding to support a comprehensive review, revision, and re-release.
Scope of Work:
CoSA seeks one or more Project Consultants to lead a comprehensive, collaborative, and sustainable revision of the IPER curriculum. The suggested length of engagement is 18-24-months, divided into two phases:
- Phase 1 (12 months): Review and Revision
- Phase 2 (6-12 months): Re-Release
Phase 1: Key Activities (12 months):
- Historic Evaluation & Curriculum Review: Assess the original IPER curriculum’s development, architecture, and relevance, especially alongside recent developments in the Emergency Preparedness/Disaster Planning training space. Identify content gaps, outdated practices, and opportunities for modernization.
- Stakeholder Engagement: Facilitate conversations with Board members, retirees, volunteers, corporate sponsors, and mission‑aligned associations for Blue Ribbon panel, focus groups, surveys, and data-gathering conversations.
- Convenings & Workshops: Host at least one in-person workshop, likely during the 2026 and/or 2027 CoSA Mid-Year Board Meeting (typically March or April) or CoSA Annual Meeting (September), to gather input, seek feedback, and test systems.
- Draft Curriculum Revision: Produce a full draft of the revised IPER curriculum for review.
Phase 2: Key Activities (6-12 months):
- Pilot Testing: With support of the CoSA staff, solicit one or more CoSA-member archives to complete each component of the revised curriculum to evaluate the following:
- Necessary time for completion,
- Quality and accuracy of content,
- Relevancy for the associated archives and records management centers, and
- Ability to engage related government entities in the training for inter-agency collaboration
- Stakeholder Engagement: Convene key stakeholders (Board members, retirees, active volunteers, corporate sponsors, mission aligned associations, external partners) to review results of the pilot evaluations in order to coordinate necessary revisions.
- Final Curriculum Revision: Apply relevant revisions and coordinate release of the curriculum with CoSA staff.
- Sustainability and Maintenance: Provide a plan, including a suggested timeline and within CoSA’s existing capacity, for regular review and revision of the IPER program in order to sustain the materials into the future.
Work Products
- Interim reports and presentations as needed
- A complete draft of the revised IPER curriculum
- A final revised curriculum ready for release
- A sustainability and continuous improvement plan
- Final report and presentation summarizing activities, findings, and recommendations
CoSA expects project work to begin in early 2026 and continue through the end of 2027. Individuals or teams may submit proposals for consideration, which should include an expected timeline of project work. The maximum payable amount is $95,000.
Required Qualifications:
- Strong written and oral communication and skills
- Demonstrated experience developing or revising training curricula, preferably in emergency management, archives, records management, or related fields.
- Demonstrated ability to lead complex, multi-stakeholder projects, including conducting focus groups, collaborative sessions, and surveys.
- Familiarity with government archives, emergency preparedness, continuity of operations (COOP), cyber security, and/or digital preservation
- Demonstrated ability to work on research projects with limited day-to-day supervision
- Eligible to work in the U.S.
- Ability to travel to an in-person gathering (additional funding available)
Interested consultants should contact CoSA Executive Director Joy Banks at employment@statearchivists.org for further details and information on submitting a proposal. Review of proposals will begin by early February.
Call for Proposals: Consultant – Communications Coordinator
Organization: Council of State Archivists (CoSA)
Location: Remote, U.S. Based
Engagement Duration (suggested): 3 months with possibility of renewal
Suggested Rate: $500-$1000 per month
CoSA seeks proposals from practicing consultants or small teams to support general communications activities for the organization to include social media posts and newsletter development. The initial contract will be a trial period with possibility of renewal.
Scope of Work:
CoSA seeks a consultant or firm to accomplish the following communications duties in coordination with the CoSA staff:
- Social Media: Maintain CoSA’s existing social media accounts (primarily, Facebook and LinkedIn) in coordination with the priorities of the CoSA Staff and Board of Directors. Primary activity includes sharing/boosting posts from our member institutions, sponsors, and sibling organizations; advertising upcoming CoSA events and deadlines; and occasional post development for campaigns (e.g., advocacy alerts and fundraising). Anticipated no more than 5 hours per week.
- CoSA NewsBrief: Draft and disseminate CoSA’s monthly email newsletter, distributed monthly to an audience of over 1300 individuals. CoSA staff will contribute to content and Executive Director will provide final review and approval. Anticipated no more than 5 hours per month.
- Occasional News Items: Draft occasional news items, blog posts, and advocacy alerts in close coordination with the CoSA Executive Director. Variable frequency.
CoSA expects project work to begin immediately. An initial term of 3-months is suggested as a trial period with possibility of renewal and extension. Individuals or teams may submit proposals for consideration, which should include a brief cover letter, samples of similar work products, and cost. Suggested contracted rate is between $500-$1000 per month.
Required Qualifications:
- Strong written and oral communication skills
- Responsive to shifting priorities for communications and willing to adapt to the changing needs of the organization
- Demonstrated experience with dynamic social media presence, preferably within nonprofit, association, or archival organizations.
- Demonstrated experience with newsletter development and distribution, preferably within nonprofit, association, or archival organizations.
- Familiarity with common social media (e.g., Facebook and LinkedIn) and newsletter platforms (e.g., MailChimp, GrowthZone).
- Familiarity with archives, government agencies, or other related fields (such as libraries, museums, or records management)
- Eligible to work in the U.S.
Interested consultants should submit a short cover letter, samples of similar work products, and cost to CoSA Executive Director Joy Banks at employment@statearchivists.org. Review of proposals will begin immediately.
CoSA seeks connection with consultants interested in several small projects inspired by recent work.
- Storytelling guidance document - In 2025, CoSA activities centered on "storytelling" as a unifying theme for the year. Our goal was to encourage our community members to think how storytelling applies to all aspects of archival work, from exhibit design to reference support to internal and external advocacy. We are seeking a consultant or small project team to review relevant content from 2025 to pull together a guidance document or other resource, summarizing activities for the CoSA Community for future reference. Limited design support could be provided outside the contract or included in the proposal. Available funds: $1200-$2000 with anticipated completion by/before March 2026.
- State/Territorial Archives Passport - 2026 is a notable year in the United States, marking the 250th anniversary of the Declaration of Independence. CoSA aims to use this year to highlight the fabric of our country through the development of a government archives passport that encourages travelers to explore all 56 states, territories, and the District of Columbia. Think Passport to Your National Parks or Smithsonian Passport but for state/territorial government archives. Rough mock-ups have already been developed and would be provided for reference. Final product should be suitable for printing, and all designs would become the property of CoSA. Available funds: $1500-$2000 with anticipated completion by/before March 2026.
Interested consultants should contact CoSA Executive Director Joy Banks at employment@statearchivists.org for further details and requests for brief meetings. Proposals should include a cover letter, product examples, and a budget for the project.