Even the Prince of Wales has trouble managing his hybrid environment

Posted by TAB on

At TAB we’re interested in all things records management, so when we came across this entertaining news article in the Telegraph, it got our attention.

Apparently, Prince Charles wants to grow his royal entourage: he’s advertising for a records manager to administer what he calls “a huge volume of documents.”

He’s probably not exaggerating: Monarchs create a lot of official records. They write letters to prime ministers and other heads of state; they give their written opinion on everything from pending legislation to charity fundraisers, and all of that information becomes part of a valuable historical log.

The future king of England has been generating royal missives for decades now, and he needs help organizing and cataloging them all. Specifically, he’s looking for a new “Registry and Records Management Assistant.” The salary hasn’t been divulged, but there’s at least one perk: the new employee will work out of Charles’ swanky London offices.

According to the article, the lucky candidate will have to carry out a “full range of archival services, including the day-to-day management of the Central Registry.”

The role also involves “assisting with the organization and maintenance of the records management systems (both paper and electronic), managing archive requests from staff and ensuring the maintenance of our electronic archive database.”

And of course the successful candidate needs to know that “a pro-active and flexible approach is essential [along] with the proven ability to prioritize work, particularly when under pressure.”

It’s clear the job won’t be a cakewalk—so we’ve put together a short list of priorities for the new hire, along with some resources to help get the job done.

1. Charles may need a lesson in “the hybrid environment”

His handwritten notes are historically relevant documents. But he’s a 21st century would-be king, so there are electronic files, like email, as well. His new employee needs to figure out how to manage paper and electronic records in the same environment. Best practices, using RM software, disaster recovery and more—these are the issues and a Hybrid Records Management Toolkit will help.

2. Charles needs to prepare for a fully electronic records management system

One day Charles may have to retire his fountain pen for good. All his communications will be emailed, uploaded, tweeted or pinned.

His office needs to choose the right records management solution and possibly introduce new software to handle it all.

3. Charles’ records need to be secured

Some of Charles’ letters to British ministers aren’t for public consumption—they contain sensitive information, information the UK Attorney General has said “could seriously damage” Charles’ future role as king if it got out.

Those paper files should be housed in locked cabinets, of course, but learning to keep all of your data secure needs to be a priority, too.

Next Steps

  • Assess your filing situation by working through this download to help design the records management program that’s right for your business.
  • File classification is key to any effective records management program and these 6 tips will help you do it right.
  • Talk to a TAB representative about how TAB FusionRMS helps store, track and manage all records across your organization.


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