Library Careers: Records Management


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A presentation on records management as a career.

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  • Source: records inventory A detailed listing of the volume , scope, and complexity of an organization's records , usually conducted for the purpose of creating a disposition schedule , but the results may be used for various purposes, including retention and preservation . A complete inventory should include the following information for each record series : date the inventory was prepared, office maintaining the file s, name of person conducting the inventory (with contact information), series location, inclusive dates , series description, medium , arrangement , volume of materials (usually expressed in cubic feet or as an item count), annual accumulation, cutoff , reference activity (current/ active , semicurrent/semiactive, or noncurrent/ inactive ), vital records status (if applicable), duplication, finding aid s, restrictions on access or use, condition of permanent records, and disposition authority. The National Archives and Records Administration (NARA) publishes a FAQ About Records Inventories . Compare with records survey .   records survey The systematic process of examining archival records in their administrative context to determine their content , format , provenance , original order , physical quantities and condition , rates of accumulation , and other characteristics, before beginning the work of systematically describing and arranging them. The information gained in such a survey is also of use in developing disposition schedule s, planning conservation , determining access policy , and estimating the amount of space required to store them. Compare with records inventory .   disposition schedule A systematic list of document s used by an archivist to determine: (1) which of the recurring records of an agency or individual will be retained, (2) the period of time for which they will be held, (3) where they will be housed during the retention period ( archives or intermediate storage ), and (4) any other decisions concerning their disposition , based on their utility and value to the organization (see this example ). Synonymous with records schedule and retention schedule . See also : sentencing . sentencing The application of the appropriate disposition schedule to a group or collection of archival records .
  • All info professions are related in some way (see unsubtle umbrella metaphor above), but archives are the closest to RM. Objective of archives is to preserve docs; objective of RM is document creation & life cycle. Source: Appraisal—the skill of deciding what’s valuable enough to stay, and what goes Source: Bailey, Steve, 2007.  Taking the road less travelled by, Journal of the Society of Archivists, v. 28:2, pp. 117-124
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  • Source: Note: this is a median salary Pause on this slide, and initiate conversation about how records management affects daily life before progressing to next slide?
  • Source: Records managers in the global business environment: the role of the records manager has evolved over time along with the technologies used to collect, manage, and preserve records. Mike Marsh, Ineke Deserno and Donna Kynaston.  Information Management Journal  39.2 (March-April 2005): p30(6) 1 st bullet: “…Of course, electronic records are not confined to computers and their output storage media--disks, tapes, CD, DVD, and USB storage devices. They also include sound recordings, digital photographs, videos, films, x-rays and other scanned images, voicemail recordings, mobile phone recordings, text and instant messaging, and information held on a wide range of powerful but portable devices. As the technologies have evolved, so too have the associated problems and business risks.” 2 nd bullet: “Duplicates in different media, stored in many locations, with multiple owners led to loss of control over versions and retention policies. Records' creators became their own recordkeepers, leading to an increase in non-compliance with business rules and complications for records managers.” 3 rd bullet: “…As more and more local companies have grown into global traders and multinational conglomerates, their recordkeeping and information-sharing needs have grown in complexity. Global companies require global processes that take both international and local laws and regulations into account. In addition, there are language and cultural barriers to overcome that affect departments and functions at all levels. Overall leadership and control may rest with a single country or records manager--or responsibility may be divided geographically among several--but they must work closely together at all times to coordinate their activities. Physical records storage conditions and related risks may vary according to local climates and political situations.” 4 th bullet: “…A wide range of other professionals may share responsibility for different aspects of recordkeeping. Where this is true, the records manager's role is to act as a co-coordinator, a position that requires taking the initiative and handling conflicting interests and demands. Records managers' most natural allies--and potential career/status competitors--are those responsible for corporate governance, regulatory and legal issues, security, business continuity, risk avoidance, planning, audit, or IT.”
  • Formal degree in RM not generally offered.
  • Library Careers: Records Management

    1. 1. RECORDS MANAGER A Team Seven Production
    2. 2. Learning Objectives <ul><li>Define the term “records management” </li></ul><ul><li>Name the job duties of a records manager </li></ul><ul><li>Name at least two prospective workplaces for a records manager </li></ul><ul><li>Name at least two current challenges facing records management </li></ul>
    3. 3. What is Records Management? <ul><li>Systematic control of: </li></ul><ul><ul><li>creation </li></ul></ul><ul><ul><li>maintenance </li></ul></ul><ul><ul><li>use </li></ul></ul><ul><ul><li>and disposition of records </li></ul></ul>
    4. 4. What Do Records Managers Do? <ul><li>Organize records to make them accessible </li></ul><ul><li>Oversee the records lifecycle </li></ul><ul><ul><li>Records survey </li></ul></ul><ul><ul><li>Records inventory </li></ul></ul><ul><ul><li>Disposition schedules/sentencing </li></ul></ul>
    5. 5. Related Fields <ul><li>Archives </li></ul><ul><ul><li>Different objectives </li></ul></ul><ul><ul><li>Shared skills: </li></ul></ul><ul><ul><ul><li>Appraisal </li></ul></ul></ul><ul><ul><ul><li>Organization </li></ul></ul></ul>
    6. 6. Where Do Records Managers Work? <ul><li>Corporations </li></ul><ul><li>Government agencies </li></ul><ul><li>Non-profit institutions </li></ul><ul><li>Academic organizations </li></ul>
    7. 7. What Do Records Managers Get Paid? $69,548 yearly Source:
    8. 8. How Does Records Management Affect You? <ul><li>HIPPAA </li></ul><ul><li>Personal Records </li></ul><ul><ul><li>Taxes </li></ul></ul><ul><ul><li>Birth/Death certificates </li></ul></ul><ul><ul><li>Car titles </li></ul></ul><ul><ul><li>Deeds </li></ul></ul><ul><ul><li>Etc, etc…. </li></ul></ul>
    9. 9. Current Challenges <ul><li>Nature of a “record” now virtually limitless </li></ul><ul><li>Information storable in numerous media with numerous owners </li></ul><ul><li>Increasing complexity due to globalization </li></ul><ul><li>Sharing RM duties </li></ul>
    10. 10. Professional Organizations & Certifications <ul><li>NARA – National Archives and Records Administration </li></ul><ul><li>AIIM - Association for Information and Image Management </li></ul><ul><li>ARMA - Association for Information Management Professionals </li></ul><ul><li>NAGARA - National Association of Government Archives and Records Administrators </li></ul><ul><li>IRCM – Institute of Certified Records Managers </li></ul>
    11. 11. Summary <ul><li>Learning Objectives </li></ul><ul><li>Who, What, Why, etc. of Records Management </li></ul>
    12. 12. Questions?
    13. 13. Sources <ul><li> </li></ul><ul><li> </li></ul><ul><li> </li></ul><ul><li> </li></ul><ul><li> </li></ul><ul><li> </li></ul>
    14. 14. Sources II <ul><li>Bailey, Steve, 2007.  Taking the road less travelled by, Journal of the Society of Archivists, v. 28:2, pp. 117-124 </li></ul><ul><li>Mike Marsh, Ineke Deserno and Donna Kynaston.  Information Management Journal  39.2 (March-April 2005): p30(6) </li></ul>