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Records management allows companies to retain and maximize the value of information by storing it correctly, protecting it and ensuring it is available and accessible in future. A records manager plays a significant role in ensuring that information as an asset in a company is safe and well-managed. Applicants require a college major in library and archival administration, or a closely related field. The job also requires critical thinking, problem-solving skills and an ability to actively monitor and coordinate large volumes of information.
Designing and Implementing Records Management Systems
Companies generate a lot of information related to sales, marketing, human resources and stock. Without a proper management system, identifying, storing, circulating and disposal of records can be a difficult and a tedious challenge. Records managers oversee the design and implementation of print and electronic records management systems such as storing employees’ files in an alphabetical order. A records manager can also design a referencing system to help users access the records and ensure that employees save print records in an electronic format or other back-up system before disposing of them.
Overseeing Policy Implementation
A records manager defines and classifies records according to their accessibility and relevance to internal and external stakeholders. For example, shareholders can have access to a company’s annual financial report but not employees’ data. In a government organization, the manager ensures that the public only accesses information that does not compromise the state’s security or innovations. A records manager also outlines procedures through which employees release records to external parties such as auditors, federal agencies and shareholders.
A records manager designs and implements training and awareness programs to enlighten employees on how to handle records in accordance with a company’s policies and guidelines. He sees to it that employees understand records management policies such as confidentiality, accuracy and authenticity. Failure to adhere to set rules results in consequences, which a records manager explains to employees in his department. It is also his responsibility to take new employees through orientation and define the scope of their jobs within the records department. The records manager also identifies needs in employees’ skills, such as the ability to implement new technologies in managing electronic records, and arranges for training solutions that keep their skills updated.
Records Safety and Storage
Another significant responsibility of a records manager is to ensure the security and accessibility of records. The manager oversees safe storage of records by implementing security systems. For example, she can budget and implement the installation of cameras to monitor activity in a records library. The manager can also ensure that specific employees have passwords to a database to guarantee that only authorized personnel access records.