I'm often asked what skills a records manager in the 21st Century needs. I've come up with the following list...it's not exhaustive...I'll probably add to it so keep checking back...and I'd welcome your feedback.
IT literacy
Records managers are increasingly having to deal with EDRM systems, databases, spreadsheets, webpages, Web 2.0 applications etc and so they must have a basic IT literacy at the very least. I would actually recommend that if you want to embark on a records management career that you make sure you understand IT enough to converse with your IT department on equal terms.
Can you get away with not having a basic IT literacy? Well yes, you probably could but do you want to leave the field clear for your IT team?
Information architect
This is particularly relevant if you have an EDRM system. You will need to be able to design and build your business classification scheme (file plan)with all the necessary privileges and access rights.
Managing and maintaining an ERM file plan can be a full-time job.
Project management
Bringing in an ERM system will involve all manner of project management skills. You must be organised, methodical, flexible, determined and ruthless. A basic PRINCE2 qualification isn't absolutely necessary - yet - but it wouldn't do any harm.
My team tell me that I'm a bit of a control freak too... Me? Surely not. I just need to know that everything's perfect. Not too much to ask, is it?
Team player
You are going to have to get your team onside. You'll build confidence, smooth furrowed brows, be a pal, confidante and defender of the faith.
You will develop relationships with suppliers, colleagues and people in other organisations.
Negotiation skills
As a 21st Century records manager you are undoubtedly going to have to discuss and negotiate with every team in your organisation...you must be a good listener but know when to say 'No'!
You will probably also need to persuade your senior management team of the brilliance of your ideas...so shrinking violets need not apply.
Drafting
Be prepared to polish your drafting abilities. Policies, procedures, training manuals, retention schedules, annual reports, recommendations, business plans, risk management assessments etc etc don't write themselves.
Training
Since we went live on our EDRM system over three years ago I have been, almost constantly, a training officer. EDRM systems are being updated regularly so you never have a shortage of material.
We've had to test the updates, figure out what they do differently, draft training manuals and deliver the training on a very regular basis.
It's been a rewarding but surprising part of what I've had to do.
IG expert
You are going to have to manage your organisation's response to the emerging Information Governance agenda.
Auditor
You're going to have to be able to audit your organisation's records, your file plan, your IG framework, your compliance with standards, guidance and legal requirements.
Horizon scanner
To keep up with all the latest developments you're going to have to keep an eye on what everyone else is doing, you will need to be able to spot the trends and decide what will work for you and what won't.
Records manager...
Ooops, what was I thinking??? I nearly forgot...you're going to have to manage your organisations records too!!
The records management industry is one of the fastest paced, volatile industries you could join. There are intellectual challenges every day...if you can't handle it why not try something more sedate...lion-taming for example.
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3 comments:
I agree, Records Managers roles are changing a great deal. This is a good job description.
Records Managers certainly cannot be shrinking violets. They will always struggle to become centre stage in an organisation because it is not seen as the main function of the organisation. They need to though, watch what is developing and changing in an organisation and ensure, particularly if you have an ERM system, that systems are joined up and work together. If an organisation develops new systems and the ERM system does not integrate with them then it could gradually be eased out.
One of the main jobs of a records manager who is working on an ERM system is as a change manager . You have to be able to work with people who are resistant to change , alay their fears, examine business practices and where necessary help them change. You also have to be a diplomat and work between what is best for the IT department and what is best for the user as they can sometimes differ.
I am a librarian who has moved into records management and have found the skills transferrable e.g. taxonomy and searching. You need to be able to teach your users how to search, even though a lot of them think they can search as they search Google.
It is a helpful but not exhaustive list. I am a bit concerned that there was not one mention of managing evidence or of risk analysis skills
I found your review of the challenges facing record managers to be very accurate, and it certianly brought some new ones to mind. Thank you for this post.
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