Qualifications, skills and knowledge

A skilled information and records manager is a valuable addition to any Australian Government agency. Information is a valuable asset and, like assets such as vehicles or buildings, requires a skilled person or team to manage it.

Information and records managers need to understand their agencies' business information needs, have experience with people and project management and be adaptable to the changing needs of their organisation. A skilled information and records manager can help their agency understand and make better use of its information, avoid potential embarrassment and enhance innovation and corporate knowledge.

The role of the information and records manager

Information and records managers are responsible for the strategic coordination of information resources across their agencies. Information resources include information in physical and digital formats. They must be aware of what information is being created in their agency and where it is located, as well as managing access, ensuring security and providing practical advice to agency staff.

Information and records managers are responsible for:

  • evaluating their agencies’ information and records management requirements
  • advising on efficient information and records management practices
  • developing whole-of-agency information and records capability
  • developing whole-of-agency information governance
  • ensuring all systems that create and/or store records are compliant with National Archives requirements and that records are available as corporate assets
  • ensuring that both structured and unstructured data is discoverable and reusable
  • ensuring that records are destroyed or transferred to National Archives when no longer required for business purposes
  • ensuring the agency complies with the Archives Act 1983
  • helping to respond to information access requests, for example, under freedom of information (FOI) or e-discovery requirements
  • monitoring and communicating information risks

Desirable knowledge, skills and experience for Australian Government information and records managers

There are a number of characteristics an information and records manager working for an Australian Government agency should possess. They need to:

  • understand the business requirements of their agency, including relevant legislation and standards
  • be able to analyse their agency’s business or businesses
  • be very familiar with modern information and records management principles and practice, including creation, capture and storage of information and records
  • identify the needs of their agency to develop information and records capability
  • communicate effectively with staff at various levels within their agency
  • project manage the provision of resources for information and records management
  • understand and influence the digital capabilities of business systems used across their agency

Formal training

Programs of study in information and records management are available in most states. These lead to qualifications ranging from competency-standard based certificates to postgraduate degrees. Courses are delivered in face-to-face, distance and online formats and can be divided into two major types:

  • academic courses at universities, with a focus on developing analytical skills and applying information and records management theory in the working environment
  • task and skills-orientated technical courses offered through the TAFE network and by private registered training organisations (RTOs)

The National Archives also offers a comprehensive training program tailored to provide information and records management skills for Australian Government employees. Please see the training calendar for more information.

Continuing education

Information and records management is a dynamic profession. As the Australian Government undergoes changes in terms of information legislation and technological advances, information and records managers should be continually updating their skillset through formal or informal training in order to remain relevant.

Membership of professional organisations

Participation in professional associations provides opportunities for learning and development through training courses, conferences and other industry events and through involvement with relevant online forums and discussion groups. In Australia, information and records managers may be members of the:

Further advice

Contact the Agency Service Centre

Back to top

Copyright National Archives of Australia 2012