Qualifications for records staff

Australian Government agencies that are considering employing a records manager should seek to engage a person with suitable qualifications and experience to carry out this important function. This advice will assist agencies in assessing the suitability of both in-house employees and contract staff to perform the records management function in the most efficient and accountable manner.
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Role of the records manager

Traditionally records managers have been involved with paper-based records, however, with the impact of technology their role has broadened. Records are an organisation's corporate memory and the management of these records is now a corporate-wide responsibility. Records managers are required to become actively involved in designing records management systems, producing adequate supporting documentation and setting standards and monitoring compliance. It is very likely that records managers will need a variety of technological skills.

Knowledge, skills and experience

Records management personnel require a thorough understanding of the Australian Standard for Records Management AS ISO 15489 – 2002. Following this concept, records (in whatever format) are managed in a seamless process covering their capture into a records management system, and their maintenance and preservation for as long as they are needed. Specifically, personnel need:

  • a sound understanding of the legislative regimes governing the creation, maintenance and access to Commonwealth records
  • an ability to analyse the functions of the creating agency and establish records management strategies that will ensure that complete, accurate and reliable records are created, controlled and maintained, can be accessed and used
  • knowledge of and an ability to carry out appraisal and disposal activities in an accountable manner according to established standards and procedures of National Archives of Australia, and an ability to identify and provide appropriate storage requirements.

Formal programs

Programs of study in records management are available in most states:

  • formal education in universities which concentrate on developing the professional skills of analysis and applying theory to the working environment
  • technical courses offered through the TAFE network which provide task and skill orientated training in records and archives, eg certificates and statements of attainment offered by TAFE NSW.

The Records Management Association of Australasia's journal Informaa Quarterly publishes an annual list of courses. The State Records New South Wales website also has a list of formal programs offered in Australia.

Competency standards

The recordkeeping competency standards developed for the Business Services Training Package (BSB01) identify skills and knowledge required to perform various records management responsibilities within organisations. These standards can help employers to develop job descriptions, plan recruitment, and design staff training consistent with the Australian Standard for Records Management AS ISO 15489 – 2002. For the employee the standards identify skills and knowledge that will promote mobility within the records industry throughout Australia.

Details about the records management competencies promoted in the Business Services Training Package (BSB01) can be obtained from Innovation and Business Skills Australia (IBSA) tel: (03) 9815 7000.

Membership of professional organisations

In Australia records managers may be members of the Australian Society of Archivists Inc (ASA), and the Records Management Association of Australasia (RMAA). Both of these organisations offer varying grades of membership according to qualifications and experience, and they each promote good records management through the regular publication of journals, yearly conferences, training and other related activities. Membership of these organisations is one measure which will indicate a commitment to the records management profession and defined standards.

Continuing education

Due to the impact of technology, the field of records management is in a state of transition. Records managers should have a career-long commitment to updating their knowledge and skills. As indicated above, a range of courses are available from various educational institutions to support this career requirement for continual learning.

Further advice

Contact the Agency Service Centre for further advice.