Job and Person Specifications

The specifications are designed principally to aid managers in the recruitment of suitable staff to records management units. They can, however, also be used to set out performance management plans with staff at the beginning of each business year and, in conjunction with performance assessments, be used to identify training and development requirements.

Role Types

Roles in the government records management field may be said to be of four main types:

director of information services - the post that oversees the information management function in a department, usually including IT matters; their main role is the formulation of policy and contribution to the achievement of the department’s corporate objectives by ensuring that it raises the standard of records and information management.

records manager/departmental record officer - the post of Departmental Record Officer (DRO) in government departments and agencies was first established in 1958. While some DRO duties have remained unchanged since then, it is clear that the post’s responsibilities have increased significantly and have become more complex.

records executive - typically the records executive or records supervisor will take charge of specific areas of records management within the overall management of an organisation’s records and information. For example, they may be responsible for all matters concerning the management of active records – file classification systems, inspection of file management units, liaison with nominated officers throughout the organisation, etc. They may take charge of an organisation’s intermediate records and be responsible for the operation of a review system. In a large organisation they may be part of the review team itself.

records clerk - the post of records clerk may be used in a number of ways –

- preparing records for transfer to the Public Record Office, retrieving and

- replacing records for the department’s own staff, compiling lists and other

- finding aids to selected records, etc.

Job Specifications

A job specification should comprise two main elements:

• purpose

• description

3.2.1 The purposeof the job consists of a short statement outlining the main functions of a particular role. These functions will underpin the job holder’s performance management plan which feeds into departmental and corporate strategy plans. For example:

3.2.1.1 - supervision and co-ordination of the work of a group of government departments to provide for the timely and effective appraisal, documentation and accessioning of departmental records

3.2.1.2 - develop and manage an organisation-wide records management programme designed to ensure that records practices are effectively meeting the organisation’s objectives

3.2.1.3 - assistance in the provision of an efficient records management system and mail processing system to service the whole of the organisation’s operations

3.2.1.4 - secure the prompt and efficient transfer of records selected for permanent preservation, with the provision of lists and finding aids in accordance with required standards

3.2.2 The job descriptionlists the particular duties and responsibilities of the role.

For example:

3.2.2.1

• agreeing and monitoring the planning process in government departments, including the delivery of planned objectives, and reporting on progress;

• routine visits/contact with government departments in accordance with planning and reporting frameworks;

• supervising the submission of applications for variations to the 30 year rule and advising departments on access questions;

• encourage and monitor the use of disposal schedules in government departments;

• advise on and monitor appraisal of records in departments in accordance with agreed guidelines;

• process accessions (approving circulations, checking introductory notes and class lists, etc);

• compile entries to PROCAT;

• represent the department as necessary in professional and academic matters

3.2.2.2

• establish procedures and direct the implementation of the records management programme;

• co-operate with management to define and monitor functional recordkeeping requirements;

• establish systems and processes to enable those requirements to be met;

• monitor compliance with legislative and other recordkeeping requirements;

• develop recordkeeping and records management standards and rules, including those for electronic recordkeeping;

• provide technical support and co-ordination of personnel resources necessary for the successful operation of the programme;

• provide technical training to business unit records personnel as required to achieve desired results;

• responsible for addressing and resolving problems within the records management areas;

• responsible to the Information Technology Manager for the records management budget and cost control, and provision of advice on budgets to business units;

• establish procedures for the evaluation, implementation and review of manual and automated records systems;

• design and implement effective records disposal schemes;

• advise on and implement effective strategies for storage of active records (electronic and paper);

• manage an off-site storage programme for inactive records;

• prepare periodic reports for the Information Technology Manager with respect to the records management operations;

3.2.2.3

• accountable for the accurate recording of file data and movement of files throughout the organisation;

• make files available on demand;

• circulate files to officers in accordance with established procedures;

• provide assistance and information on status of files;

• collection and distribution of outward mail;

• processing of inward mail;

• establish and maintain property series files under the direction of the Records Manager;

• assist with co-ordination of copier maintenance;

• assist with file courier service as required

3.2.2.4

• supervise and guide the preparation of records from departments and their agencies;

• carry out checks on the physical preparation of records in government departments and their accompanying lists in accordance with service level agreements, ensuring good quality in both areas;

• promote the use of the DRUID system and support its introduction;

• initiate first, second and third circulations within specified time frames;

• check details on applications for extended closure, accelerated opening and retention within a specified time frame;

• participate in and contribute to various working parties and projects, including liaison with other parts of the Office, supervising documentation support work, and undertaking specific tasks

Date: 2015-12-24; view: 636