Proposed Competency Levels:
- Foundational (Awareness):
- Entry-level understanding and awareness of the core concepts in records management.
- Staff can perform simple, routine tasks under supervision.
- Focus is on building a fundamental knowledge base, such as basic file classification, understanding metadata, and familiarity with compliance standards.
- Example: Filing documents according to a predetermined classification scheme.
- Operational (Working Proficiency):
- Staff can independently perform day-to-day tasks and manage records within defined procedures.
- Intermediate knowledge of key records management practices, including retention schedules, data entry in electronic records management systems (ERMS), and managing basic metadata.
- This level signifies the ability to troubleshoot common issues and ensure compliance with existing policies.
- Example: Applying retention schedules and managing record dispositions for various departments.
- Advanced (Expert):
- Demonstrates deep expertise in records management practices and can develop or improve systems and workflows.
- Capable of overseeing complex tasks such as creating customized classification schemes, managing large-scale digital archives, and ensuring metadata alignment with international standards.
- This level often involves team leadership, training others, and ensuring compliance with complex legal and regulatory requirements.
- Example: Designing a department-wide metadata framework or implementing ERMS across multiple offices.
- Strategic (Leadership):
- Involves strategic oversight and long-term planning for records management across departments or entire organizations.
- Professionals at this level can lead organizational policy development, ensure alignment with international records management standards (e.g., ISO 15489, ISO 23081), and innovate solutions for emerging challenges (e.g., integration with AI or blockchain).
- Also responsible for audits, compliance reviews, and driving continuous improvements.
- Example: Leading a government-wide records management transformation project or developing and implementing security and compliance policies.
Competency Categories with 4-Level Classification
| Competency Area | Foundational (Awareness) | Operational (Proficient) | Advanced (Expert) | Strategic (Leadership) |
|---|---|---|---|---|
| Records Creation and Classification | Understands basic filing procedures and classifications. | Independently classifies and files records, applies metadata. | Designs complex classification systems and manages large repositories. | Leads records classification policy development and ensures compliance with standards. |
| Metadata Management | Awareness of metadata concepts and basic tagging. | Applies metadata standards to records and ensures basic consistency. | Ensures metadata compliance with international standards, implements metadata frameworks. | Leads strategic development of metadata frameworks aligned with international standards (ISO 23081). |
| Retention and Disposition | Awareness of basic retention schedules. | Applies retention schedules, manages records disposal processes. | Designs complex retention policies, manages sensitive record destruction and archiving. | Develops organizational retention policies, leads archival strategies across departments. |
| Electronic Records Management Systems (ERMS) Usage | Familiar with ERMS basics, can navigate and perform simple tasks. | Independently manages digital records using ERMS, ensures proper documentation. | Customizes ERMS workflows, integrates multiple departments into a unified system. | Leads organization-wide ERMS implementation, ensuring integration with public sector systems. |
| Security and Privacy Compliance | Understands basic security measures for handling records. | Implements standard security protocols (e.g., data encryption, restricted access). | Manages high-level security for sensitive records, ensures compliance with privacy regulations. | Leads security strategy, develops and implements compliance policies with international standards (ISO 27001). |
| Policy Development and Audits | Basic understanding of records management policies. | Assists in the application of policies and participates in audits. | Develops department-level records policies, leads audits. | Creates organization-wide records management policies, oversees compliance and audit programs. |
| Competency Category | Foundational (Awareness) | Operational (Proficient) | Advanced (Expert) | Strategic (Leadership) |
|---|---|---|---|---|
| Records Management Competencies | – Understands basic filing, classification, and retention rules. – Familiar with routine record-keeping tasks. |
– Can apply classification schemes and retention schedules. – Manages records using organizational standards. |
– Designs classification systems and retention policies. – Manages large-scale repositories and compliance. |
– Leads policy development and strategic oversight. – Ensures compliance with national and international standards. |
| Technical Competencies | – Has basic knowledge of ERMS and metadata management. – Can enter records into the system. |
– Manages digital records and ensures metadata compliance. – Applies security protocols. |
– Customizes ERMS workflows, ensures metadata standards (ISO 23081). – Oversees secure access and data protection. |
– Leads ERMS implementation across departments. – Develops metadata strategies for compliance and interoperability. |
| Managerial Competencies | – Understands records management policies and compliance. – Can support audits and assist in basic policy application. |
– Ensures department-level compliance. – Conducts regular audits and manages records disposition. |
– Leads departmental audits and policy improvements. – Develops advanced policies that align with organizational goals. |
– Creates organization-wide policies. – Oversees audit programs and ensures high-level compliance. |
| Leadership Competencies | – Awareness of strategic planning needs. – Understands organizational goals. |
– Participates in department-level strategy sessions. – Suggests innovative solutions for records management. |
– Develops strategic plans for department-wide improvements. – Leads innovation projects within the team. |
– Leads government-wide records management strategy. – Drives technological adoption and continuous improvement efforts. |
Benefits of a 4-Level Competency Model:
- Granularity: This model allows for a more precise distinction between staff skill levels, making it easier to tailor training and development programs.
- Career Pathing: Employees can clearly see a pathway for growth from foundational skills to leadership roles.
- Scalability: The model is scalable across different departments and roles, ensuring that both entry-level staff and senior leaders can be assessed and developed using the same framework.
- Customization: It provides flexibility in addressing varying needs, such as those of operational personnel versus those in leadership or strategic roles.
| Competency Area | Foundational (Awareness) | Operational (Proficient) | Advanced (Expert) | Strategic (Leadership) |
|---|---|---|---|---|
| Records Creation and Classification | Understands basic filing procedures and classifications. | Independently classifies and files records, applies metadata. | Designs complex classification systems and manages large repositories. | Leads records classification policy development and ensures compliance with standards. |
| Metadata Management | Awareness of metadata concepts and basic tagging. | Applies metadata standards to records and ensures basic consistency. | Ensures metadata compliance with international standards, implements metadata frameworks. | Leads strategic development of metadata frameworks aligned with international standards (ISO 23081). |
| Retention and Disposition | Awareness of basic retention schedules. | Applies retention schedules, manages records disposal processes. | Designs complex retention policies, manages sensitive record destruction and archiving. | Develops organizational retention policies, leads archival strategies across departments. |
| Electronic Records Management Systems (ERMS) Usage | Familiar with ERMS basics, can navigate and perform simple tasks. | Independently manages digital records using ERMS, ensures proper documentation. | Customizes ERMS workflows, integrates multiple departments into a unified system. | Leads organization-wide ERMS implementation, ensuring integration with public sector systems. |
| Security and Privacy Compliance | Understands basic security measures for handling records. | Implements standard security protocols (e.g., data encryption, restricted access). | Manages high-level security for sensitive records, ensures compliance with privacy regulations. | Leads security strategy, develops and implements compliance policies with international standards (ISO 27001). |
| Policy Development and Audits | Basic understanding of records management policies. | Assists in the application of policies and participates in audits. | Develops department-level records policies, leads audits. | Creates organization-wide records management policies, oversees compliance and audit programs. |
Descriptive Explanation of the Competency Categories with 4-Level Classification Matrix
This table outlines the competency framework for various roles involved in records management within the public service environment in Grenada. It is structured into four levels of competency for each category, designed to progressively enhance skills from basic awareness to strategic leadership. Each level builds on the previous one, ensuring a comprehensive development pathway for individuals involved in records management.
The framework is intended to guide employees through their professional growth, ensuring that they develop the necessary skills for effective records management. Every employee, based on their Job Description, should aim to achieve the Operational (Proficient) competencies for the key areas. Achieving this level will ensure they can independently manage their records-related responsibilities and contribute to the overall efficiency of the organization.
1. Competency Area: Records Creation and Classification
- Foundational (Awareness): At this level, individuals have a basic understanding of filing procedures and classification systems. They are familiar with simple tasks such as filing documents in accordance with existing categories and can execute basic record-keeping responsibilities.
- Operational (Proficient): Employees at this level can independently classify and file records using predefined schemes. They are capable of applying metadata to records, ensuring proper categorization and retrieval. This level is the target for most employees, as it ensures they can manage records effectively without supervision.
- Advanced (Expert): Individuals at this level design and implement complex classification systems. They are responsible for managing large repositories of records and ensuring that classification is consistent across the organization. They also provide guidance and support to junior staff.
- Strategic (Leadership): At the leadership level, individuals are responsible for the development and oversight of classification policies. They ensure that these policies meet compliance standards at both the national and international levels (such as ISO 15489). Leaders at this level ensure the strategic alignment of records management with organizational goals.
2. Competency Area: Metadata Management
- Foundational (Awareness): At this entry level, employees are introduced to metadata concepts. They understand basic tagging and how metadata supports the organization and retrieval of records. They perform routine tasks under supervision.
- Operational (Proficient): Proficient employees apply metadata standards consistently across records. They ensure that metadata enhances searchability and retrieval while maintaining compliance with organizational policies. This level is the standard competency for most employees, as it ensures they can manage metadata tasks effectively.
- Advanced (Expert): Experts ensure that metadata complies with international standards like ISO 23081. They implement metadata frameworks and optimize metadata usage for efficient records management. Experts also manage more complex metadata systems and provide training for operational staff.
- Strategic (Leadership): At the leadership level, individuals guide the strategic development of metadata frameworks that align with international standards. They ensure metadata integrity across the organization and work on improving data interoperability with other systems for seamless records exchange.
3. Competency Area: Retention and Disposition
- Foundational (Awareness): Employees at this level are aware of basic retention schedules and their importance. They are involved in routine monitoring of record retention timelines and assist in the preparation of records for disposal or archiving.
- Operational (Proficient): At this level, employees can independently manage retention schedules and ensure that records are retained or disposed of according to organizational policies and legal requirements. They play a key role in records lifecycle management, ensuring compliance with retention policies.
- Advanced (Expert): Experts in retention and disposition design and manage complex retention schedules. They oversee sensitive processes such as the destruction or long-term archiving of records, ensuring that these activities comply with both legal and organizational guidelines.
- Strategic (Leadership): Strategic leaders are responsible for developing organization-wide retention policies and archiving strategies. They oversee all retention activities and ensure that the organization’s records management practices align with legal requirements and best practices.
4. Competency Area: Electronic Records Management Systems (ERMS) Usage
- Foundational (Awareness): At this level, employees are familiar with the basic functions of the Electronic Records Management System (ERMS). They can navigate the system, upload documents, and perform simple tasks with guidance.
- Operational (Proficient): Proficient employees can independently manage digital records using the ERMS. They ensure that records are accurately documented and properly categorized. This level is essential for employees handling electronic records regularly, ensuring that they can operate the system efficiently.
- Advanced (Expert): Advanced-level employees customize ERMS workflows to fit the needs of different departments. They ensure that ERMS integrates seamlessly with other organizational systems, optimizing the records management process.
- Strategic (Leadership): At the leadership level, individuals are responsible for the organization-wide implementation and strategic use of the ERMS. They ensure that the system is fully integrated with other public sector systems and that its usage supports the organization’s long-term objectives.
5. Competency Area: Security and Privacy Compliance
- Foundational (Awareness): At this level, employees are aware of the basic security measures required to handle records. They understand the importance of protecting sensitive information and follow simple security protocols.
- Operational (Proficient): Employees at this level are responsible for implementing standard security protocols, such as data encryption and access restrictions. They ensure that these measures are applied consistently to protect sensitive records from unauthorized access.
- Advanced (Expert): Experts manage high-level security protocols for sensitive records and ensure compliance with privacy regulations. They handle advanced security challenges and ensure that records management practices meet both organizational and regulatory standards.
- Strategic (Leadership): Strategic leaders develop and implement comprehensive security strategies for the organization. They ensure that all records management activities comply with international standards such as ISO 27001 and that the organization is prepared to handle security threats proactively.
6. Competency Area: Policy Development and Audits
- Foundational (Awareness): At the entry level, employees understand the basic policies governing records management. They assist in applying these policies and participate in internal audits as part of a larger team.
- Operational (Proficient): Proficient employees ensure that records management policies are consistently applied across their department. They participate in audits, ensuring compliance with legal and organizational standards, and help manage the disposition of records as required.
- Advanced (Expert): Experts at this level are responsible for developing department-level policies that align with the organization’s goals. They lead audits and ensure that records management practices are efficient and compliant with both internal and external regulations.
- Strategic (Leadership): Strategic leaders develop organization-wide policies for records management and oversee their implementation. They lead high-level audits and ensure that the entire organization is adhering to best practices in records management and compliance.
Summary:
This 4-level competency framework provides a clear path for employee development within the public service records management system. It ensures that individuals progress from basic awareness to operational proficiency, with opportunities to advance into expert and leadership roles. Every employee should strive to reach the Operational (Proficient) level, as this enables them to handle records management tasks independently and contribute effectively to the organization’s goals. The framework also ensures that individuals in leadership roles are equipped to drive strategic initiatives and maintain compliance with international standards.