October 1997 - Rhonda Healey, Vice-President, RMI

There is no question that the Records Management Profession has gone through significant changes over the last decade with respect to methods used to perform activities, types of problems associated with new electronic media and the speed clients are expect to receive information in an accurate and timely way. Added to these changes, staff see numbers being reduced everyday. Government has experienced major budget cuts in all areas and departments have had to make significant reductions, often, Records Management is hit hard. These reductions have been creating new opportunities related to new methods employed and service standards. This has caused senior management to review their costs and seek ways of changing business practices, which in turn leads to changing the method of storing and retrieving records. Positions have in many cases been upgraded to incorporate these changes, which leads to new job opportunities. But change is always difficult; people resist change at all cost. The future holds much change for the profession. Transition skills will be key and computer skills are becoming a necessity. The profession will be without a doubt much more automated. Records offices will become information centres. Services must be provided to the client at his or her desktop computer. It is also recognized that paper documents will still exist but how they are created, where they are located, and for what purposes they are used or consulted will change.

Most of us are generally used to consulting a textual file of some kind whether it be marked with the corporate logo or one that we have created to hold the most relevant information. From time to time, we are forced to use the computer for reference and we feel threatened when the information we are seeking is not there. We immediately assume, it is lost until we learn about back- ups and other methods of preserving information. Then, we become very demanding since we begin thinking in seconds rather than minutes. The Records Management Profession is evolving towards heavy computerization just like banks, grocery stores, and hospitals, to name only a few. All provide services in a different method using all sorts of technology such a bank cards, telephone banking and computer links. All of which has changed the people’s careers working in these businesses along with the way records are created and kept.

To date studies are being carried out within the federal government trying to establish the roles of employees of the future and how we will cope with the information explosion going on. It is clear that we must focus on the fastest, most efficient methods of getting information when it is needed and ensure that it is reliable. Is this a new trend? Hardly. It is the flagship of the Records Management Profession.

In the future records professionals should assume the role of visionaries, who see the big picture of the organization so that records keeping practices can be built into the day to day work processes. Records specialists need to understand the organization, roles and mission, business functions, how the processes of the organization work to incorporate good records management practices. It is important to get up to speed with an organization’s requirements and plan how to meet those requirements in an environment where people work mostly at their computer, on the telephone, through meetings. Conference calling, for example is another new way of operating which saves on travel time and expenses. This method then calls a new way of recording decisions. Records management staff must be able to cope with these new trends.

This is a very exciting time for records management staff. Records management is certainly not disappearing but rather appearing more and more in different ways. Departments are understanding the need to control and manage records in all media, not just paper and electronic records in office systems, but also CD-ROMs, digital formats, and imaging systems.

Interesting developments in the field and things to acquire knowledge about are the three following reports: Guideline on The Management of Electronic Records in the Electronic Work Environment(EWE), May 1996 National Archives; Preliminary Study on the Core Competencies of the Future Records Specialist June 1996, National Archives of Canada ; Towards a Strategy for Human Resource Development in Libraries, Archives and Records Management, December 1994.

The Public Service is currently studying careers through an endeavour called "La Relève" which is looking at professions, including records management and looking for ways to better describe the work required and the types of skills or core competencies needed to do the work well in the public service of tomorrow. Most departments have information related to this initiative in the Human Resources area.

Generally, Records Management is certainly not disappearing but rather changing into a very dynamic discipline with a higher profile in organizations. It will be necessary to obtain new skills, get acquainted with electronic records, computers, digitized records, and many other forms of records such as multimedia internets, voice recordings, and so on. It is important to attend meetings of Associations, do some reading, and network with those in the profession who are climbing the hill to meet the new challenge. Take the challenge, learn something new and enjoy the opportunities which will no doubt be provided through the changes that are happening in records management. The key change required is one of attitude: embrace the future rather than cling to the past, see new issues as opportunities to learn and contribute rather than threats to fear or deny.

Invest in your future by joining an association such as the Records Management Institute and get informed about the future. Learn what skills you will need, learn new trends, and share your trials and successes. Associations provide an excellent forum for networking and learning. Take a look at the web-sites located on the Internet. Give it a try you are really worth it!!