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Even seemingly smaller records teams today require assistance in sifting out the flotsam from the valuable information that needs to be managed and accessible. Primarily a support role, assistants and records technicians do just that. They assist their organisation and records managers to pull all the important stuff together.
Levels of responsibility will vary between organisations. For some, this could be an entry-level ’administrative’ type job, sorting through the maze of information and classifying and indexing records, under close supervision. Others may come straight in and start making strategic changes to how information is collated, stored and accessed.
Whatever the level, you’ll quickly be able to recite the Freedom of Information Act and Data Protection Act in your sleep. You’d also be coming into regular contact with people right across your organisation, identifying and understanding their precise records needs. They’ll expect you to know where to lay your hands, almost instantly, on information, both current and archived.
Key responsibilities
- Caretaking and updating records management systems
- Handling day-to-day requests from information users and accessing files that they request
- Improving the efficiency and effectiveness of records systems, introducing smarter ways for people to access information, such as Intranets, databases or user friendly search engines
- Monitoring business processes and those employed within the organisation to ensure that these meet necessary legal information and data procedures
- Understanding the law and converting this into standards, procedures and controls that the business people understand and can work with
- Identifying records that need to be preserved for historical, research and business purposes, and destroying records that hold no further benefit.
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Starting salary
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Pre-qualification salaries are typically around £17,000.
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Potential earnings
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Could reach £27,000 for postgraduate entrants in first post. With between three and five years experience, could reach between £27,000 and £40,000, but by then you’d usually be in a management post. High demand for qualified records managers has led to a rise in salaries recently.
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Entry requirements
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Most entrants, even for assistant jobs, have a degree, possibly a postgraduate qualification, in information management or librarianship approved by CILIP. Others may go down the route of training as an archivist. Some may start in a clerical support role, studying for professional qualifications and working towards more senior records management posts as vacancies become available.
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Essential skills
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High on employers’ wish lists in records management are attention to detail, patience, flexibility and an aptitude for prioritising workloads, using tried and tested project management methods. Excellent interpersonal and communication skills are a given. Would need to be comfortable using IT systems and knowledge of database technology is a big plus.
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Professional qualifications
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- EDI Level 2 Certificate in Libraries, Archives and Information Services
- EDI Level 3 Diploma in Libraries, Archives and Information Services
- Chartered Institute of Library and Information Professionals (CILIP) Certification.
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Apprenticeships
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Level 2 Apprenticeship and Level 3 Advanced Apprenticeship in Libraries, Archives and Information Services
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Promotional prospects
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- Information Officer
- Information Scientist
- Records Manager (with recognised CILIP qualification or Archives and Records Association postgraduate qualification).
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