Records Manager

The Job and What's Involved

Records managers look after information and records. They advise organisations on what needs to be stored, and develop effective systems to save and retrieve information. Records can be paper based, such as letters and reports, or electronic, such as emails.

Individual jobs vary, but records managers may:

• Ensure that the storage of information and records meets necessary legal requirements.
• Improve operational efficiency by streamlining the volume of records created and stored.
• Introduce more efficient ways for people to access information, such as intranet's, databases or more user-friendly search engines.
• Create schedules for storage and disposal of records.
• Liaise with other senior managers to ensure that systems and processes meet the needs of the organisation and are being followed by all staff.
• Manage teams and budgets and train and appraise staff.

The massive growth in electronic storage has had major implications for records managers. They are consequently often involved in designing and customising information systems.

Records managers liaise with other senior managers. They must have an understanding of the law relating to information storage and convert this into standards and controls that colleagues can understand and work with. Some may answer questions directly from the public.

Managers in large records offices supervise a team of records assistants/technicians who carry out administrative support, such as filing and data processing.

Working hours are usually Monday to Friday, 9am to 5pm. More flexible working may sometimes be necessary. Part-time work is possible.

Records managers spend a lot of their time in an office, working at a computer or in meetings dealing with enquiries and analysing information. Some may need to travel to different sites for meetings, presentations and to provide training sessions, so a driving licence can be useful.

Overseas travel may be required if working for an international organisation.

Newly qualified records managers can earn around £23,000 a year. Experienced managers may earn between £26,680 and £40,000 a year.

Getting Started with this Career Choice

A wide variety of public and private organisations employ records managers throughout the UK. They include:

• Local authorities and central government.
• Organisations such as the BBC, The National Archives, the Patent Office and the British Library.
• Large private companies, e.g. in insurance, accountancy, banking and law.
• Educational establishments.
• Museums and galleries.
• Charitable organisations.

Some experienced records managers are self-employed. They offer a consultancy service to organisations.

The number of people employed as records managers has increased and there is a strong demand for their services. There has been particular growth in the public sector. This is due largely to the Freedom of Information Act 2000, which regulates access to information held by public authorities.

Vacancies are advertised in local and national newspapers and in the Society of Archivists' fortnightly job sheet ARC Recruitment. They are also advertised on the website's of professional bodies such as the Records Management Society (RMS), the Society of Archivists and The Association for Information Management (Aslib). In addition, there are specialist recruitment agencies that advertise vacancies on their website's.

Education and Training

Most entrants to professional records management posts study for an honours degree, followed by a postgraduate qualification in either records management or in archives and records management approved by the Chartered Institute of Library and Information Professionals (CILIP).

Minimum entry requirements for honours degree courses are usually at least two A levels plus five GCSE's (A*-C), or equivalent qualifications.

Several universities offer postgraduate courses in records management and in archives and records management. Courses can be full time, part time and by distance learning. Full-time courses usually last one year, part-time courses between two and four years, and distance learning usually takes between two and five years.

Entry to a relevant postgraduate course usually requires at least a second class honours degree, the subject of which is not usually specified and relevant work experience. The website of the Society of Archivists lists a number of organisations that are willing to provide work experience. Some graduates enter this career and study part time or by distance learning for a postgraduate qualification.

Many entrants have had previous experience in such areas as scientific research, financial and retail management, the civil service, IT, compliance and project management.

Some students may be accepted on to a degree course without the usual entry requirements. They can prepare for application to a degree course by taking an Access course at a local college. Courses usually last one year full time, or one to two years part time.

A Few More Exams You Might Need

Records managers need to maintain their skills and keep up to date with new developments. To help with this they may attend workshops arranged by professional bodies.

Those who are members of the Society of Archivists are encouraged to undertake the Registration Scheme, which includes continuing professional development (CPD).

The RMS is developing an accreditation scheme specifically for records managers.