Nur Syamimi Binti Rahman @ Wagi
UiTM Puncak Perdana
Abstract
This study is about the education and training for
record management professional. The records management professional are need to give education and training. In
this study also will reveal how education and training will affect the records
management professionals. This paper aims to explore the definitions of and the differences
between education and training and the role of each in nurturing and supporting
lifelong learning for records professionals
Keywords : Education and training,
records management, professional
Introduction
Education
and training are very important for records management professional. Education
provides new professionals with knowledge of theory of the discipline and helps
them to explore current practice. It provides the information‐seeking skills and
encourages a reflective habit that underpins independent lifelong learning.
Training focuses on acquisition of specific skills and competencies necessary
in the workplace. More is needed for a viable professional future; education
for research is essential to the development of professional knowledge and for
the survival of education programmes in universities.
What is
education and training for records professionals?
Every organization
stresses training and it is a legal requirement in many industries. Training
managers and human resource personnel spend countless hours identifying,
preparing, and delivering training. After training, we test to assess
competency and mastery of information and skills.With any training program,
there are the associated training records. Records document who was trained,
when they were trained, and what skills they have mastered. Training records
provide documentation for regulatory agencies, information for personnel
evaluations, and support for promotion or salary increases.
Training records can be used as
a basis for goal setting or aid in selecting staff assignments by matching
competencies with required skills. They also are useful for charting and
reviewing personal progress toward annual goals. Records are objective. They
provide the data needed to make decisions based on actual performance after
specific training. Records provide an easy method to identify training gaps
that direct future subject matter. As a reminder, this gap analysis assesses
the needs of the organization and the knowledge, skills, attitudes, and
abilities (KSA) of the staff in relation to the jobs they perform.
The
meaning of education is the act or process of imparting or acquiring
general knowledge, developing the powers of reasoning and judgment, and
generally of preparing oneself or others intellectually for mature life. In
simple words, education is the act or process of imparting or acquiring
particular knowledge or skills, as for a profession. The meaning of training is teaching, or
developing in oneself or others, any skills and knowledge that relate to
specific useful competencies. Training has specific goals of improving one's
capability, capacity, productivity and performance.
However, people with the knowledge, skills
and abilities required to build a recordkeeping infrastructure that is relevant
to the accountability and programme delivery requirements of the government
have yet to be trained and recruited. Given these record-keeping challenges,
how will the Malaysian government proceed? While countries such as the UK and
some of the European States have proceeded with developing education and
training programmes, as well as a series of guidelines and toolkits on ERM for
the key players, countries like Australia and Canada have embarked on
large-scale of research.
McDonald (1998), Hare (2003),
McLeod, Hare & Johare (2004) have suggested that education, training and
recruitment strategies should be established to ensure that the administrators,
records managers, archivists and IT personnel who are responsible for the
record-keeping infrastructure in the government have the necessary knowledge,
skills and abilities to perform their jobs. Based on these suggestions,
education and training strategies should be designed for, and reach out to, the
existing record keepers in the public sector in general and the Malaysian
government in particular.
Important of Further Training and Education For Records
Professionals
Organization of records today must do everything
possible to stay competitive and maintain a highly skilled, motivated staff.
Despite today’s very competitive job market, employees often have little
hesitation when it comes to searching for a new job if they become unhappy with
their current employer. In order to keep employees satisfied, boost morale, and
remain competitive, employers need to be aware of the need for continual
employee training and education.
Training methods
Patton
(1990) and Oppenheim (2000)One of the most popular methods of further training
is that of computer-assisted instruction. Employees complete specific modules
of instruction, usually at the employee’s own pace. Accurate monitoring of the
employee’s progress is possible, and the amount of time an employee spends on a
specific module is adjustable, dependent upon need. Another common method of
training is the workshop model, where groups of employees learn through a
combination of audiovisual aids, games, role-playing, and occasionally through
lecture. This method encourages employees to get to know each other and fosters
cooperation between different job classifications and departments.
Offering
senior staff and management the opportunity to learn about the jobs of the
support staff is another frequent choice when companies are considering what
types of training employees need. Often, management is unaware of the day to
day tasks of hourly employees. They may believe that those employees are not
critical to the company’s operation, or that they can be quickly and easily
replaced. Training management-level employees to do non-management tasks
encourages an understanding and appreciation among all company personnel and
can give rise to new ideas and suggestions for improvements to current practices.
EmpXtrack Training Management helps you to identify the unique training needs,
skills and competencies for each employee. We also ensure that managers are
closely involved in the training process and create a schedule that actively
meets the training gaps in your organization.
Cross-training
When
employees learn cross-training, which is learning to do the jobs of other
employees, , the business gains security as it enables an employee to step in
should another become unavailable due to illness, leave of absence, or
promotion. The company can remain productive when the option of relocating
employees as needed, is available. In addition, exposing staff to different
jobs and departments within the company helps them to understand how each
position is important to the big picture. Employees understand the value of
each role and develop a greater respect for individual contributions. This is a
morale booster and a great way of encouraging respect among employees.Evans,
F(1990).
Businesses
wishing to retain their best employees and stay competitive must offer further
training to their personnel. Employees respond positively to the opportunity to
improve their job skills, which results in greater job satisfaction. Stella
Workman is a freelance blogger who usually writes about saving accounts over at
SavingsAccount.org. Her recent review looked at where to get good savings
account rates.
Records Professional Recognition
According to McLeod, Hare and Johare
(2004),In order to keep records professinal motivated about training,
recognition of accomplishments is vital. We live in a world where employee pats
on the back are expected. Younger team members especially are used to receiving
recognition and kudos for even the smallest achievements. It follows that they
would also expect recognition for these work-related achievements. For major
events, such as achieving a certification or a specialty certificate, monetary
rewards and sometimes promotion are standard. Often this is coupled with a
mention in a company newsletter, a plaque on the wall, or a celebration lunch.
But what about routine training? Do we recognize staff enough for ongoing
mastery of new materials and new techniques? Such recognition does not need to
be expensive or complex. A mention during a staff meeting or a monthly lunch to
celebrate new masteries, are an easy way to provide that pat on the back in a
meaningful way.
Some other
suggestions include:
·
Initiating a “Trainee of the Month” program;
·
Recognizing achievement in a departmental email;
·
Rewarding staff with trips to local or regional meetings;
·
Allowing successful students to assist with training for less
skilled employees;
·
Posting photos of successful trainees with their specialty
listed;
·
Using masteries of new material as part of the employee
evaluation process;
·
Including training expectations as part of an annual
goal-setting exercise;
·
Sending a letter of congratulations from HR or higher level
manager;
·
Listing achievements in a monthly or quarterly in-house or
professional society newsletter.
Another suggestion
is to use competent staff as the core of a “Train the Trainer” program,
building on their success to motivate other staff members to achieve.
Organizational
behaviour is important as it tells employees what is valued.2 If we value
training, we need to recognize those employees who strive and achieve, not just
for major milestones, such as certification, but for dedicated and ongoing
learning. Training records can help determine who those dedicated employees
are.
Conclusion
For
the conclusion, the education and training are very important to records
professional. Education and
training not only important to
the professionals worker but also important to the staff. Education and
training have to do regularly to the professionals records so that the professional
are expert in their profession. If high quality care is to be maintained,
education and training is needed to provide staff with the necessary knowledge
and skills to adapt to their changing roles. Developing your employees' skills
through training can improve your business and help it stay competitive. Other
benefits of training include greater staff retention and commitment a qualified
workforce, increased productivity, improved quality and less wastage.
Reference
Karen Anderson, (2007) "Education and training for records
professionals", Records
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