25
Archives & Records Management Jobs Analysis San José State University Spring 2011
Archives & Records Management Jobs Analysis
San José State University Spring 2011
Methodology • Indexed 41 job postings within the field of records
management and archives related to records management gathered from 10 online sites between January 1, 2010 and March 14, 2011.
• Keywords used in search were: records management, records manager, records analyst, electronic records management, and electronic records manger.
• Online sites accessed: ArchivesGig, SAA, NJSLA, LibGigJobs, Simmons GSLIS Jobline, ARMA, ICRM, RECMGMT-L, HigherEd jobs.com, and general job hosting site CareerBuilders.com
• In scope: only active postings that required a master’s degree. Each position was considered only once even if listed on more than one site.
Overview of Findings • Average years of experience: 4.9 • 38 of 41 required a MLIS, MLS, or MSIS degree • 26 of 41 requested an ALA-accredited master’s degree
in LIS • 1 of 41 preferred a Ph.D. • Other graduate degrees considered: history, computer
science, business, and unspecified • 29 of 41 cited Certified Records Manager (CRM)
desirable: o 22 cited only a Certified Records Manager (CRM) o 4 cited either a CRM or Certified Archivist (CA) o 3 cited either a CRM or other certification (e.g., PMP, AIIM, ERM, ERM Specialist)
• 16 did not specify any type of certification
Certification Requirements
64%
3%
7%
3% 3%
10%
10%
CRM Preferred PMP AIIM ERM ERM Specialist PMI CA CRM Required
Job Titles in Records Management
3% 3% 3% 3% 3% 3%
3% 3%
3% 3%
Electronic Records Archivist
8% Records Manager 35% 3%
3%
Records Management Analyst 5%
3%
Archivist/Records Manager
5% 3%
3% 3% 3% 3% 3%
Director Systems/Procedures Analyst Records Project Manager University Records Manager Manager, Records & Information Systems & Services CRM Information Management Specialist Senior RIM Specialist Sr. Business Staff Member State Archivist Electronic Records Archivist Records Manager Manager, Legal Records & Content Management CRM/State Archives Manager Records Management Analyst Manager, Office of Records Management Archivist/Records Manager Appraisal Archivist Electronic Archivist Records Management Coordinator Assistant Records Content Manager Records Archivist Records Management Officer
Knowledge, Skills, & Experience Required
Knowledge, skills, and specific experience listed in job descriptions were categorized into four subject domains plus ‘software/hardware’ and ‘other’ • Information Technology Management • Archives and Records Management • Electronic Records Management • Leadership/Management • Software/Hardware • Other
Information Technology Management
Knowledge/Skills Knowledge of the concepts, methods, and techniques of project management, database management, and systems development Knowledge of web-‐‑page development and design Considerable knowledge of creating and maintaining databases Knowledge of enterprise financial, messaging, and content management systems Experience Experience with digital asset management systems Experience with systems integration
Archives & Records Management
Knowledge/Skills Knowledge and experience related to records, information management functions, and of the underlying technical aspects of records and information management Thorough knowledge of retention guidelines and relevant records and information management technology applications for records retention Knowledge of legal issues governing university records and ability to handle confidential and sensitive information and discretion Knowledge of records management recommendations and improvements Demonstrated knowledge and understanding of records management and archival theory and standards, including legal and fiscal issues governing university records
Archives & Records Management
Knowledge/Skills Knowledge of records disaster planning Knowledge of the principles and practices involved with the collection and disposition of public records Knowledge and understanding of records theory and standards, recordkeeping and preservation systems, and databases In-‐‑depth knowledge of current records management trends, technology and business impacts Strong knowledge of professional records management principles and techniques for all formats of records including digital resources
Archives & Records Management
Knowledge/Skills Extensive knowledge of professional archival methods Thorough knowledge of information science, automation technology, professional archival methods, practices and procedures Knowledge of metadata management, specifically using EAD, Dublin Core, MARC and DACS Knowledge of special library and archives reference techniques and best practices Awareness of ISO and other relevant standards and norms
Archives & Records Management Experience Project and process management skills related to all phases of the information life cycle Demonstrated knowledge of archival and records management principles and practices, and experience acquiring and managing records Experience in basic archival theory, methods, and/or practice, description, preservation, reference services, outreach, records management, current trends and historical and research methods, digital imaging systems, Internet access issues, and electronic records issues Experience appraising, arranging, and describing archival records
Broad experience in records management including records scheduling, file classification plans, electronic records, imaging/digitization and records center operations
Archives & Records Management
Experience Experience establishing and successfully implementing a records management program Experience monitoring the strategy for the identification and preservation of vital records Demonstrated ability to collect, organize, research, and interpret records and submit wri_en descriptions of record groups and collections Ability to analyze the function and uses of records in all formats Generate and update record inventories
Archives & Records Management
Experience Progressively responsible archival experience, including public services/reference and archival processing Demonstrated experience in developing or supporting use of records schedules and file classification plans Expertise in metadata creation, migration, and preservation Ability to interpret archival records Experience with AACR2, DACS/APPM, MARC format and EAD
Electronic Records Management
Knowledge/Skills Knowledge of and/or experience with electronic records management systems Up-‐‑to-‐‑date knowledge of ECM practices and procedures Understanding of the functions of an electronic record, document or image management systems, including their capabilities, risk management intent and issues such as metadata, security, privacy and access Familiarity with best practices for electronic data retention and discovery procedures
Electronic Records Management
Knowledge/Skills Knowledge of automated records management, electronic archives, and control of electronic document Knowledge of electronic information and image management Expert knowledge of information technology and the requirements for promoting authentic, reliable, accessible and preservable records in an electronic environment Demonstrated conceptual knowledge of computer networking and electronic records management principles
Electronic Records Management
Experience Expertise/experience in electronic records content management and digital preservation issues Experience and familiarity with EMC2 Documentum v.6.5 and Synercon Experience in adapting, developing and implementing ECM policies and procedures, practices, and platforms Significant level of computer literacy in electronic file management and applications
Electronic Records Management
Experience Experience appraising and scheduling electronic records in addition to experience implementing electronic document or records management systems Strong knowledge of archiving electronic records principles and practices Experience with automated storage and retrieval systems and electronic records
Leadership & Management
Knowledge/Skills Working knowledge of State and Federal laws, regulations, policies, and procedures that govern records analysis and management practices
Leadership & Management
Experience Experience working in an information management position (average of 4.8 years) Strong organizational, critical thinking, leadership, and interpersonal and oral/wri_en communication skills, sound judgment, and initiative Strong analytical and problem solving skills, excellent a_ention to detail
Software/Hardware
Knowledge/Skills Working knowledge of databases and SQL Knowledge of hardware and software used for electronic imaging systems, document management systems, and personal computers Advanced pc skills including proficiency with Microsoft Office Suite, including Access, Excel, Adobe Acrobat, PowerPoint Proficiency with Filemaker Pro Experience Experience with Aleph Experience with Sharepoint
“Other” Knowledge/Skills Working knowledge of state government structure and functions Knowledge of historical research methods Experience Demonstrated ability to develop and apply creative business solutions Grant writing experience Work independently and deal effectively with stress caused by workload and time deadlines Establish and maintain an effective professional team environment maintaining effective working relationships with professionals, executives (public and private) department heads, co-‐‑workers, employees, and the public Ability to set priorities and manage projects
“Other” Experience Draft technical reports, documents, manual, and instructions Demonstrated ability to work with confidential information and to handle sensitive situations with diplomacy and respect for privacy rights Ability to effectively present information and respond to questions from associates, state and local agencies, and the public Demonstrated ability to work collegially and effectively under deadline pressure and to manage priorities effectively in a changing environment Skills to influence and resolve differences, and to gain support and commitment from others Ability to work independently with self-‐‑initiative and minimal supervision Ability to prepare concise reports Strength in tactical execution of strategic planning Ability to collect, organize, research and interpret data
Summary • Records management and archival positions responsible for physical and
electronic records are listed under diverse job titles, including Systems/Procedures Analyst, Electronic Records Archivist, and Manger of Legal Records and Content Management
• In addition to mastering the archival and records management knowledge domains (including electronic records management), applicants for these positions are expected to be skilled in information technology management, leadership and management, and other knowledge/skills including historical research methods.
• Applicants for these positions are also expected to be comfortable working with a variety of software programs including databases and SQL, Microsoft Office, Adobe Acrobat, FileMaker Pro, Aleph, and Sharepoint
• Metadata management skills are essential, and the following standards were mentioned: EAD, Dublin Core, MARC, DACS, and AACR2
• More than half (26 of 41) requested an ALA-accredited degree, and slightly more (29 of 41) stated the Certified Records Manager (CRM) designation was required or desired
Two Implications for the MARA Program & Resulting Recommendations
1. The diversity of positions available and knowledge, skills and specific experience cited indicate some flexibility in course selection is desirable. For example, the ability to select electives from the MLIS program would allow students to pursue studies related to their interests not now covered in the MARA program—such as knowledge of web page development and design and database creation and management. Recommendation: MLIS electives should be a part of the MARA program.
2. MARA is a relatively new program that is not ALA-accredited since the focus is on archives and records management—not library science. Most job listings for records managers cite MLIS as required or desirable, although a large number desire a Certified Records Manager designation. MARA better prepares students for the CRM because of the concentrated emphasis on archival studies and both traditional and electronic records management. The choice of the MARA degree as an acceptable alternative should be pursued through a public awareness campaign. Recommendation: Future studies should be conducted to determine if there is a change in the percentage of job openings requesting an MLIS degree.
Questions?
Contact Dr. Patricia C. Franks
MARA Program Coordinator [email protected]
Assistance provided by Ellen M. Ryan, MARA Student Research Assistant, 2010-‐‑2011
