Records managers look after the cataloguing and storage of current records, deciding what information should be kept and for how long, and what should be destroyed.
Their main responsibilities are:
- ensuring organisations are complying with statutory and legislative requirements
- making it easier for users to find information
- designing electronic storage systems to streamline data and improve accessibility
Records managers generally work Monday to Friday, 9am to 5pm. They normally work in an office, but may spend time travelling to different offices to conduct training programmes, make presentations or examine information processes. Overseas travel is possible. There may be part-time opportunities.
The starting salary for a graduate is around £20,000 and can rise to about £70,000.
Records managers should be:
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- confident communicators and good negotiators
- well organised with good project management skills
- able to work well with other people
- comfortable using new technology.
Qualified records managers are in high demand. They can work for a wide range of both public and private organisations including, eg local authorities, central government, large commercial businesses, charities, museums and educational establishments.
Records managers need a good honours degree, preferably in an academic discipline, followed by a postgraduate qualification in records management or archives. The minimum entry requirements for degree courses are usually five GCSEs/S grades (A-C/1-3) and two A levels/H grades, or equivalent. Entry is possible at a lower level, with part-time opportunities available for a postgraduate course in records management.
There are no age limits. Adults with an IT, compliance or project management background may find it easier to move across. Academic requirements for senior posts are the same as new entrants.
A range of training courses is available through professional bodies. Members of the Society of Archivists are encouraged to take their equivalent of chartered membership.
Promotional opportunities may be limited if remaining with the same employer. Moving employer may secure a more senior position. Some managers with experience may move into consultancy.
What is the work like?
A records manager is responsible for the organisation of records. They decide what information needs to be catalogued and stored for future reference, for how long it should be kept and what information can be destroyed. Records can include letters, reports, emails and taped telephone conversations.
Records managers are employed in both the private and public sectors. In the public sector there is a strong duty to maintain and preserve community records and local authorities have sizeable records departments.
The work would involve:
- developing and introducing clear policies, procedures and guidelines
- improving operational efficiency by streamlining the volume of records created and stored
- reviewing how information is stored, where it is kept and its accessibility
- creating schedules to retain and dispose of records
- setting up and overseeing the maintenance of paper and electronic systems
- liaising with business areas to ensure legislative policies are being followed
- creating training programmes to ensure everyone is saving information in the correct format.
A records manager is responsible for ensuring that systems comply with legal and statutory requirements, including the Freedom of Information Act, which launched in January 2005, the Data Protection Act, and the Statute of Limitations. The regulations require that requests from members of the public for information from public authorities are met within 20 days.
Records managers also look to increase the efficiency with which records are handled.
Because of the volume of information held, many organisations are switching from paper files to electronic storage to improve efficiency. Consequently, the records manager will be involved in designing and customising electronic systems.
Records managers may sometimes answer questions directly from the public and also liaise with other senior managers. In large records offices, records managers would supervise a team of assistants and clerks carrying out administrative support, such as filing and processing.
Starting salaries are around £20,000 a year.
Hours and environment
Working hours are usually Monday to Friday, 9am to 5pm. It is very unusual to work weekends. There may be opportunities to work part time.
Record managers spend a lot of their time in an office working at a computer, dealing with telephone enquiries and analysing information. They may also need to travel to different sites for meetings, presentations and training. At a junior level work may also be in a records centre or store and may involve lifting records boxes.
If working for an international organisation overseas travel may be required. A driving licence is useful.
Salary and other benefits
These figures are only a guide, as actual rates of pay may vary, depending on the employer and where people live.
- Starting salaries for records managers are around £20,000.
- With two years’ experience they can earn up to £30,000.
- Highly experienced records managers with a large team can earn up to £70,000.
Demand for experienced records managers means some command significantly higher salaries. Consultancy day
rates are around £400, depending upon the level of expertise.
Skills and personal qualities
A records manager should be:
- a confident communicator, both in writing and orally
- a good negotiator, comfortable persuading senior colleagues
- a good project manager, organised and methodical
- an analytical thinker with a clear understanding of all aspects of their organisation
- flexible, yet focused on meeting tight deadlines
- comfortable with new technology, adapting rapidly to new trends
- clear on legislative issues
- able to manage budgets and financial forecasts
- able to work as part of a larger team.
Interests
It is important to:
- enjoy searching for and sorting information
- take an interest in historical data and how organisational information can provide future generations with a picture of the past.
Getting in
Opportunities exist for records managers across the UK and demand for qualified records managers is high. They can be employed by a wide variety of public and private organisations, including:
- local authorities and central government
- public institutions, eg the BBC, the National Archives, the Patent Office and the British Library
- private companies, eg in insurance, accountancy, banking or law
- educational establishments
- museums or galleries
- charitable organisations.
Some experienced records managers are self-employed, providing consultancy services to organisations.
Vacancies are advertised by sector bodies, including: the Records Management Society, the Society of Archivists and Association for Information Management (ASLIB); local authority websites, local and national newspapers; specialist recruitment agencies and IT industry publications.
Entry for young people
Most entrants to professional records management posts are graduates with a 2.1 degree. Degree subjects are not strictly relevant, although academic disciplines are preferred. The minimum entry requirements for degree courses are usually five GCSEs/S grades (A-C/1-3) and two A levels/H grades, or equivalent.
Many employers request a postgraduate qualification in records management or archives and records management. A list of universities offering MA/Diploma courses accredited by the Society of Archivists is available on the Society’s website.
Graduates can enter a records management post and study for a postgraduate qualification part time. Some work experience in a related position is requested and the courses take between two and three years to complete. Distance learning is available.
Entry with an HND or A/S levels is possible at an administrative or assistant level. Promotion to records manager may still require a degree and postgraduate qualification.
Entry for adults
Adults can move across from IT, compliance and project management careers into records management. Applicants need to meet the same qualification requirements as new entrants. Mature students may be accepted onto a degree course with some exemptions, depending on qualifications held and work experience. The same entry criterion for postgraduate training applies.
Training
Workshops are available through a range of professional bodies to enable records managers to maintain skills and keep up to date with new developments. Those who are members of the Society of Archivists receive regular publications and are encouraged to undertake the Registration Scheme. This is the Society’s equivalent to chartered membership, demonstrating a commitment to professional development.
Relevant courses are also offered by:
- Aslib, The Association for Information Management
- Business Archives Council
- Business Archives Council of Scotland.
Getting on
If remaining with the same employer, career development may be limited. Teams are often relatively small and the records manager may be the most senior position. Records managers seeking to secure a more varied and senior position with higher pay may need to change employer.
There are opportunities to work overseas with multinational companies.
Many organisations require short-term support in records management as they lack the in-house skills, so consultancy is popular. It is possible to be self-employed, working for different clients, or join a large management consultancy or specialist agency.
Further information
Aslib, Association for Information Management, Holywell Centre, 1 Phipp Street, London EC2A 4PS. 020 7613 3031. Website: www.aslib.co.uk
Business Archives Council, c/o Records Manager, Rio Tinto plc, 6 St James’s Square, London SW1Y 4LD. 020 7753 2123. Website: www.businessarchivescouncil.com
Business Archives Council of Scotland, c/o Duty Archivist, Archive Services, University of Glasgow, 13 Thurso Street, Glasgow G11 6PE. 0141 330 5515. Website: www.archives.gla.ac.uk/bacs
The National Archives, Kew, Richmond, Surrey TW9 4DU. 020 8876 3444. Website: www.nationalarchives.gov.uk
Records Management Society, Woodside, Coleheath Bottom, Speen, Princes Risborough, Buckinghamshire HP27 0SZ. 01494 488566. Website: www.rms-gb.org.uk
Society of Archivists, Prioryfield House, 20 Canon Street, Taunton, Somerset TA1 1SW. 01823 327030. Website:
www.archives.org.uk
Further reading
Working in history - Connexions
Working in local government - Connexions
A Career in Archives - Society of Archivists
Magazines/journals:
ARC magazine - Society of Archivists
Business Archives Council newsletter - Business Archives Council
Journal of the Society of Archivists
Managing Information - ASLIB
Records Management Society Bulletin - RMS
(Some may be priced)
For further details please see:
http://www.connexions-direct.com/
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