Records manager
Records managers are responsible for the effective and appropriate management of an organisation's records from their creation through to their eventual disposal. They provide access to accurate records for a range of operational and strategic purposes and liaise with senior managers in order to improve the organisation’s efficiency and to help ensure the preservation of archives for the future.
Records managers ensure that legal obligations are met for the creation and retention of both paper and electronic records. This includes controlling the number of records created and stored, and identifying which records are to be preserved (for historical and research purposes) and which should be destroyed.
Records management is often closely related to knowledge and information management, as well as information compliance (data protection and freedom of information), and some jobs will be an amalgamation of these roles.
Tasks vary depending on the nature of the role. Records management may form the whole or only part of the job along with other information-related activities, such as knowledge and information management, data protection, freedom of information and information governance. However, typical work activities are likely to include:
Salary data from the Archives and Records Association (ARA) . Figures are intended as a guide only.
Most entrants have an undergraduate degree and then undertake a postgraduate qualification in records management accredited by the Archives and Records Association (ARA) (see their website for an up-to-date list). The subject of your first degree is not particularly relevant, and records managers come from a range of backgrounds, including archives management, scientific research, financial and retail management and the civil service.
Entry onto postgraduate programmes is competitive and you normally need a good honours degree and previous work experience in order to be accepted. Courses lead to a postgraduate diploma, the minimum requirement for employment as a professional records manager, or a Masters degree on completion of a dissertation. Most courses are combined archives and records management programmes, although some specialise in just records management. Part-time and distance-learning study options or specialist provision for international work may be available - check details on university websites.
Students applying for full-time courses are eligible for funding from the Arts and Humanities Research Council (AHRC) or the Student Awards Agency for Scotland (SAAS) , but not all applicants will receive an award. A career development loan may also be possible, but you may otherwise have to fund yourself.
Although postgraduate study is the normal route for entry to the profession, it is also possible to gain employment in records management with a degree and then, once employed, to undertake postgraduate training via distance learning whilst on the job.
If you do not have a degree, you are unlikely to be appointed as a records manager, although this is sometimes possible through internal promotion or if you have relevant work experience.
You need significant voluntary or paid work experience in order to be accepted onto a postgraduate programme. This experience should be in records management environment, and must be relevant and of good quality. See the ARA Guidance on Work Experience Placements for more information and a list of organisations in the UK and Ireland that offer voluntary or paid placements to graduates seeking work experience prior to undertaking an accredited postgraduate qualification. Make contacts wherever you can.
Posts at records assistant level may also be advertised in the local and national press. Be persistent in tracking down opportunities for experience.
Candidates will need to show evidence of the following:
Knowledge of the data protection and freedom of information legislation is also useful.
Student membership of a relevant professional body such as ARA or the Information and Records Management Society (IRMS) is useful. Benefits include discounts on training and networking opportunities.
For more information, see work experience and internships and search courses and research.
Employers usually provide training in in-house systems and procedures. They may also fund attendance on external training and distance learning courses, including postgraduate professional qualifications for those who do not already one.
There are no set requirements for continuing professional development (CPD), but information management procedures and legislation change fast, so it is important to update professional skills and knowledge throughout your career. Training is provided through organisations such as:
These organisations provide a range of workshops, seminars, conferences, mentoring schemes and specific CPD schemes, as well as support for specialist groups to enable individuals to share professional issues and practices.
Once you are qualified and have at least three years’ experience in the industry, members of ARA are encouraged to take their registration scheme. This scheme allows you to reflect on and develop your practice in the workplace as well as through professional contribution, private study and further courses. You will have the support of a mentor and will need to submit a portfolio and other evidence of your competence. The scheme takes a minimum of three years to complete and on successful completion allows you to add the letters RMARA after your name.
Many organisations only employ one records manager, so joining relevant professional bodies and groups is a useful way of networking with others in the same profession.
A relevant professional qualification is useful for long-term career development and most entrants to the profession have a postgraduate qualification in records management accredited by the Archives and Records Association (ARA) or undertake this qualification once in post.
Records management teams are often small and the records manager may be the most senior position. A degree of flexibility and a willingness to relocate to a different area may, therefore, be necessary if you are looking for promotion. However, there is no defined career path, so progress will depend on developing your own route based on your interests and experience.
Records management is often closely related to knowledge and information management, as well as information compliance (data protection and freedom of information), and some jobs will be an amalgamation of these roles. This opens up the range of jobs available to records management professionals.
Membership of one of the key professional bodies, such as ARA, the Information and Records Management Society (IRMS) , The Association for Information Management (ASLIB) or the Chartered Institute of Library and Information Professionals (CILIP) , is also useful and provides access to a range of training and networking opportunities.
There is a range of freelance and consultancy opportunities available as many organisations without in-house specialists require short-term support in records management. It is possible to be self-employed, working for several clients, or to join a large management consultancy or specialist agency.
There are considerable opportunities for consultancy work (usually senior professionals), occasionally involving overseas travel, as employers recognise the need for expertise they lack in-house. Consultants may provide services, for example to commercial data storage companies or the management consultancy section of large accountancy practices.
The Data Protection and Freedom of Information Acts have created an increased demand for records managers. Typical employers are large companies and organisations that need support with the management of a vast range of records and records systems. They include:
Sources of vacancies
Specialist recruitment agencies, such as Sue Hill Recruitment and TFPL , also advertise vacancies.
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