Records management RMGT
Planning, implementing and managing the full lifecycle of organisational records.
Revision notes
Updates for SFIA 9
- This is a new skill introduced in SFIA 9.
- Theme(s) influencing the updates for this new skill: Application of SFIA skills for records management, Application of SFIA skills for digital health.
- Previous SFIA assessments or skills mapping of other SFIA skills may be impacted by this new skill. See also Information management and Information and data compliance.
Guidance notes
Specific laws and regulations may require organisations to maintain records of certain activities and transactions. Records are typically subject to specific lifecycle management activities that include retention, disposal requirements and potentially other controls.
Records are held in many forms including, but not limited to, digital documents, printed material, microfilm, e-mail, chats and may be generated by internal or external sources.
Activities may include, but are not limited to:
- identifying, classifying, valuing, processing, storing, archiving, destroying information and records
- capturing and maintaining evidence of and information about business activities and transactions in the form of records
- implementing systems of cataloguing, metadata, indexing and classification standards and methods used to identify and organise records
- ensuring compliance with legal obligations
- management of records management systems
- conducting searches for records to comply with internal or external requests
Understanding the responsibility levels of this skill
Where lower levels are not defined...
- Specific tasks and responsibilities are not defined because the skill requires a higher level of autonomy, influence, and complexity in decision-making than is typically expected at these levels. You can use the essence statements to understand the generic responsibilities associated with these levels.
Where higher levels are not defined...
- Responsibilities and accountabilities are not defined because these higher levels involve strategic leadership and broader organisational influence that goes beyond the scope of this specific skill. See the essence statements.
Developing skills and demonstrating responsibilities related to this skill
The defined levels show the incremental progression in skills and responsibilities.
Where lower levels are not defined...
You can develop your knowledge and support others who do have responsibility in this area by:
- Learning key concepts and principles related to this skill and its impact on your role
- Performing related skills (see the related SFIA skills)
- Supporting others who are performing higher level tasks and activities
Where higher levels are not defined...
- You can progress by developing related skills which are better suited to higher levels of organisational leadership.
Click to learn why SFIA skills are not defined at all 7 levels.
Show/hide extra descriptions and levels.
Levels of responsibility for this skill
| 1 | 2 | 3 | 4 | 5 |
Records management: Level 1
Follows detailed guidance to acknowledge receipt of records, including the capture of essential metadata.
Delivers digital and physical records in line with agreed procedures.
Records management: Level 2
Assists in the collection, delivery and retention of records.
Identifies and applies appropriate metadata.
Uses established methods to transform records between formats or media, following organisational policies and procedures. Identifies and reports potential risks or issues related to information handling and security.
Performs administrative tasks to maintain accessibility, retrievability, integrity, security and protection of records.
Records management: Level 3
Maintains key metadata for records, including ownership and category information.
Configures routine controls to restrict record operations to approved actions only. Conducts routine searches for records required to support authorised requests. Supports users in finding and accessing records.
Uses ethical and reliable methods to transform data between formats or media, following organisational policies and being aware of potential issues when handling information.
Transforms data between formats or media using ethical and reliable methods. Follows organisational policies and actively identifies potential risks in information handling.
Records management: Level 4
Supports the implementation of records management policies and practices including the approved disposal of records.
Conducts complex or sensitive searches for records to address authorised requests.
Monitors and reports on the implementation of effective controls for records management including metadata and access controls. Recommends remediation actions as required.
Provides advice and guidance to enable appropriate records management practices to be adopted across the organisation.
Records management: Level 5
Ensures implementation of records management policies covering all aspects of retention and disposal.
Manages access controls for records, including authorising access and approving the release of potentially sensitive information. Conducts and oversees complex record searches, seeking legal guidance when necessary.
Reviews new change proposals and provides specialist advice on records management. Assesses and manages records-related risks.
Contributes to the development of policy, standards and procedures for compliance with records-related legislation.