Records management is never really finished.

A few years ago, the Department of Workforce Services (DWS) completed a major overhaul of its records schedules. Working with then-Records Officer Debbi Class, who brought more than 40 years of institutional knowledge to the role, DWS closed 232 record series, updated 101, moved 21, and created 2 new series. For many agencies, a project of that scale might feel like reaching the finish line.

But records management doesn’t stand still. Legislative changes, evolving business processes, and new compliance requirements mean that even recently updated schedules require ongoing attention. Since that major overhaul, DWS has continued its records management efforts, closing 20 series, updating 34, moving 9, creating 20 new series, and identifying dozens more that still need attention.

Agency Information Security Officers and Records Officers Rebecca Chadburn and Angie Slaugh, along with their manager Nathan Dopp, have spent the last several years learning the complexities of DWS records and building relationships across the agency. Their experience is a reminder that records management is not a one-time project but an ongoing process of adapting to change.

What’s your job? How do records fit into your job?

Rebecca and Angie are Agency Information Security Officers and act as the Department of Workforce Services’ appointed Records Officers. Nathan is their manager.

How long have you done records?

All three of us have been in our current records-related roles for three years.

Tell us about a records project you’ve done or are doing.

Recently we’ve completed our largest year-long project: working with each DWS division to create a new record series for all data processing activities involving personally identifiable information (PII). This involved creating 31 new record series and reconciling and updating many existing record series.

Some challenges included coordinating with the eleven division directors and their leadership teams, educating them about what record series are and why they are important, and gathering the information needed to create new series or bring existing series into compliance.

Working closely with our assigned Records and Information Management Specialist, Renée Wilson, was key to our success. Weekly meetings and frequent, open communication helped us make steady progress throughout the project.

What is most challenging about your job?

Coordinating with and educating the various DWS divisions, while helping them understand our records management goals and what we need from them, is the most challenging aspect of records management.

What is your favorite part of the job?

Gaining a personal understanding of the records process has been one of the most rewarding parts of this work. We’ve also appreciated the opportunity to meet and collaborate with people throughout the department whom we otherwise might never have worked with.

What advice would you give to other records officers?

When interacting with stakeholders, face-to-face conversations or virtual meetings were key to our success. Sending emails back and forth simply didn’t produce the same results.

We also believe that developing a strong working relationship with your State Archives Records and Information Management Specialist is vital. Having that partnership and open communication makes a significant difference.

Anything else you’d like to share?

We’ve been pleasantly surprised by how much we’ve been able to accomplish, especially given recent legislative changes and new requirements. Prioritizing this work and getting ahead of emerging needs has helped us make significant progress in a relatively short period of time.

Final Thoughts

The work happening at DWS highlights a reality familiar to many records officers: there is no final version of records management.

Even after a major records overhaul, agencies continue to evolve. New laws are passed, technologies change, programs expand, and records schedules must adapt alongside them. Success often comes not from a single headline-worthy project, but from steady collaboration, relationship-building, and a willingness to keep moving forward one record series at a time.

The progress made by Rebecca, Angie, and Nathan demonstrates the value of persistence, communication, and a commitment to continuous improvement. Their work may happen behind the scenes, but it plays a critical role in helping DWS manage information responsibly and effectively.