In the complex and always-changing landscape of federal records management, the need for comprehensive training has never been more acute. Despite a common perception among managers that they are well-versed in the fundamentals of records management, a disconnect remains between confidence and competence. A revealing study from the Government Business Council highlights this gap. Fully 75% of managers believe they have been adequately trained on identifying what constitutes a record. Yet, significant numbers of these individuals cannot correctly identify actual records in practice.
- Only 52% recognize that film can be a record.
- Only 41% recognize that maps can be records.
- Only 32% recognize that social media activity can be a record.
At the same time, surprisingly large numbers misidentify other items as records. For example, 37% mistakenly identified library materials possessed by the agency as a formal record. This discrepancy underscores the critical necessity for targeted training. And it’s not just records management personnel! If even they struggle with questions like these, the broader workforce engaged in the creation, utilization, and storage of records itself is likely to need training as well.
Training for Records Management Personnel
For those specializing in records management, the stakes are high. These professionals are not only responsible for the preservation and organization of records but also for ensuring compliance with federal regulations and standards. The benefits of specialized training for this group are manifold:
- Enhanced Compliance: Training equips records management personnel with a thorough understanding of federal laws and regulations, helping agencies avoid legal pitfalls and ensuring that records are managed in a compliant manner.
- Improved Efficiency: Through training, records managers can learn about the latest technologies and methodologies in records management, enabling them to implement systems that streamline records storage, retrieval, and disposition.
- Risk Mitigation: Proper training on security protocols and risk management strategies helps records management personnel protect sensitive information against breaches, loss, or corruption.
The ideal training for records management personnel encompasses both foundational concepts and advanced techniques. It should cover legal requirements, digital records management systems, information governance, and disaster recovery planning. Furthermore, ongoing education is vital to keep pace with technological advancements and regulatory changes.
Training for the General Workforce
One common reason why workers fail to comply with records management requirements: they often don’t know what they need to do or how to do it. Every employee who creates, uses, or stores records as part of their job duties impacts the agency’s records management posture. They need training as much—or more—than records management specialists. The benefits of training this group include:
- Consistency in Records Handling: Training the wider workforce ensures a uniform approach to creating, filing, and managing records, reducing the risk of mismanagement or loss.
- Increased Awareness: Employees become more aware of what constitutes a record and the importance of proper records management, leading to better compliance and less inadvertent disclosure of sensitive information.
- Better Use of Records: With the right training, all employees can contribute to the agency’s records management goals, identifying potential issues and taking appropriate actions to secure and manage records effectively.
Training for the general workforce should focus on the basics of records management, including the identification of records, the importance of accurate record-keeping, and an overview of the agency’s records management policies and procedures. Interactive workshops, e-learning modules, and regular updates on records management practices can help cement these principles across the organization.
By addressing the training needs of both records management personnel and the broader workforce, agencies can close the knowledge gap, enhance compliance, and foster a culture of effective records management. As the transition into electronic records management continues to transform how records are created, stored, and managed, investing in training is not just beneficial—it is essential for the integrity, security, and accessibility of federal records.
About PSL
PSL is a global outsource provider whose mission is to provide solutions that facilitate the movement of business-critical information between and among government agencies, business enterprises, and their partners. For more information, please visit or email info@penielsolutions.com.