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21 March 2006 - Scotland Group Meeting

The Scotland Group's event, 'The role and place of records management in organisations' took place on Tuesday, 21st March, 2006 at Stirling Council Chambers. In response to feedback from previous events, the agenda was a mix of formal presentations and roundtable discussions and this format proved very successful.

We kicked off with our first roundtable discussion: 'Where should records management sit in an organisation's structure?' The discussions looked at the key themes of where RM currently sits within organisations and where it ought to sit. Summaries of the six groups' discussions can be found below and make very interesting reading.

We then turned to the need for staff working in the RM field to develop relationships with key individuals within their organisations in order to effectively achieve their goals. Ewan Smith kicked off with a case study, relating his lead role in a project to introduce a Corporate Information Management solution. The success of this project was in no small part due to the involvement of sponsors, project team and stakeholders from across the organisation. We then moved from case study to strategy as Susan Mansfield, Records Manager with Scottish Enterprise, talked us through a very practical blue print for 'Developing Relationships Using a Stakeholder Management Approach'.

Lunchtime proved an ever popular time to catch up, compare stories and meet new faces. It also provided attendees with the opportunity to check out FileSafe Ltd, our event sponsor's exhibition stand and learn more about their wide ranging document management services.

The afternoon session kicked off with a talk from Nicola Franklin, Head of Information Recruitment, Sue Hill Recruitment on 'What makes a records manager'. Nicola reviewed the skills and competencies currently being called for by the employers of records managers across both the public and private sectors. Her experiences certainly support a widely held feeling that employers expect the Records Manager to be 'all things to all people', from strategist to diplomat.

Our next roundtable session provided us with an opportunity to formulate a Scotland Group response to the Scottish Executive's consultation on FOI(S)A a year on. Monica Greenan of the SCDEA, introduced the session, providing a framework for the group discussions.

The final session of the day focused on the Scotland Group itself. Heather Jack, Director of HJBS Ltd and joint co-ordinator of the Group, reviewed our first year and presented a summary of our recent online survey. She also previewed plans and possible targets for the coming year. She ended her talk with a call for volunteers to fill places in a more formalized Scotland Group committee. There was a very healthy response so look out for the minutes of our first meeting which we will hopefully hold in May.

Karen Jackson-Morris gave the vote of thanks, rounding off what had been another very successful event.


Our thanks go to FileSafe Ltd for sponsoring the event. Established in 1993 FileSafe offer a range of Document Management Services including supply and installation of Alchemy DM software, Document Scanning bureau services and a document image hosting facility that allow clients to view their scanned documents and related data via secure internet connection. Combined with our secure offsite document storage facilities we offer our clients a one stop shop for all their document and record management needs from the supply of an archive storage box all the way through to scanning, indexing and hosting images on the internet.

FileSafe's clients are drawn from Local and National Government Agencies, Legal, Finance, Manufacturing, Banking, Property etc offering innovative solutions in the management of all types of documents and data. To find out more, go to or email This email address is being protected from spambots. You need JavaScript enabled to view it.

Thanks also to Sue Hill Recruitment for sponsoring our speaker, Nicola Franklin, Head of Information Recruitment at Sue Hill.

Heather Jack, April 2006

Developing Relationships Using a Stakeholder Management Approach (PDF, 74.1 KB)

Developing the role and services of the RMS Scotland Group (PDF, 43.3 KB)

FOISA Consultation RMS Scotland Group (DOC, 69.5 KB)

Notes for Presentation What Makes a Records Manager (PDF, 21.6 KB)

Roundtable discussion Group 1 (PDF, 10.6 KB)

Roundtable discussion Group 2 (PDF, 12.9 KB)

Roundtable discussion Group 3 (PDF, 4.8 KB)

Roundtable discussion Group 4 (PDF, 10.7 KB)

Roundtable discussion Group 5 (PDF, 6.4 KB)

Roundtable discussion Group 6 (PDF, 6.3 KB)

Agenda (DOC, 52.5 KB)

Attendees (DOC, 87.5 KB)

What makes a Record Manager (PDF, 123.2 KB)

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