Case studies: Records manager: Jessica Smith

Jessica has a BA Hons American Literature from the University of Hull and an MA Archives and Records Management from the University of Liverpool. She works as a university records manager.

During my undergraduate degree, I worked in a university library and really enjoyed the experience. After graduating, I worked as a volunteer in the university archives and then as a graduate trainee in the archives and records management department at Unilever.

A relevant postgraduate qualification is needed to work in records management, so I undertook the MA Archives and Records Management at the University of Liverpool . This qualification introduces many students to records management principles and practice for the first time and is invaluable in gaining the necessary knowledge and skills for work in this sector.

On completing the course, I worked for a charity, devising a new record-keeping system and carrying out a record-keeping audit. When this contract ended, I began my current role as records manager at the University of Liverpool, in a maternity cover post.

As part of my role, I manage and supervise the records officer and am responsible for overseeing the activities carried out by the records management service. These include ascertaining and assigning the length of time records should be kept, monitoring the legal and regulatory environment affecting record keeping, and amending practices accordingly, and monitoring for material that should be transferred to the university archives. I also need to respond to queries from departments and promote use of the central records storage centre

I’m also responsible for improving records management within the university. This involves liaising and working with related departments, including computing services and special collections and archives. I am involved in developing organisational policies and strategies for records management, creating records retention schedules, which act as guides on the length of time records should be kept, and improving and amending records management systems and filing plans. As part of this work, I also lead training meetings and workshops.

Balancing the needs for the improvement in record-keeping practices with the day-to-day running of a records management service can be challenging. It can also be difficult to communicate the importance of good records management, as it is a field that is rarely viewed as a priority.

I enjoy the variety offered by records management. I have to both consider and advise on good strategy across an organisation and be equipped to work on a detailed level with individuals and departments.

The records management profession is a relatively small community and I have found it to be very supportive of newly qualified professionals. The role has evolved to include the management of electronic records, and this has presented both challenges and opportunities. It’s exciting to be working in a field that is progressing and will continue to do so in the future.

If you would like to work in records management, you need to be interested in the effective management of records and information, enjoy advocacy and promotional work and be skilled in communication and project management.

I’d recommend seeking work experience before applying for a postgraduate qualification; volunteering is a great way to begin, as it gives the opportunity to see if you enjoy the work.