Ruth Williams-Sharp

18 Jun

Nomination:

Ruth Williams-Sharp is the Compliance and Risk Advisor for Records Management at Cardiff University, having moved into the recordkeeping profession in January 2025 following nearly 20 years of experience across a wide range of roles within the University. This transition has enabled her to combine deep institutional knowledge with new professional practice, bringing a fresh, user-focused perspective to records management within a large and complex organisation.

In the first 18 months of her career in records management, Ruth has made significant and measurable impact, rapidly increasing the visibility, accessibility, and practical application of records management across the University. She has repositioned records management from a largely reactive, compliance-driven function into a proactive and enabling service that supports organisational effectiveness, efficiency, and risk management.

Ruth combines digital innovation with practical, on-the-ground delivery to transform how records are managed across both digital and physical environments.

A standout example of her early-career innovation is the development of a records management maturity self-assessment tool using Microsoft PowerApps (E01, E02). The tool enables individuals and teams to assess their own records management practices, identify risks, and prioritise improvement actions. This translates professional standards into an accessible, interactive format for non-specialists and represents a novel, scalable approach to engagement across a large hybrid institution.

Alongside digital innovation, she has also delivered high-impact improvements in the management of physical records, demonstrating a holistic approach to records management across formats.

This work demonstrates exceptional early-career impact by:

Introducing innovative, technology-enabled practice into records management delivery
Enabling scalable and consistent engagement across diverse teams
Providing a foundation for evidence-based improvement and future measurement of impact

Ruth has also demonstrated leadership beyond her experience level by identifying a gap in sector guidance on bilingual records management. She developed bespoke Welsh/English guidance (E03), supporting compliance with Welsh language requirements while improving accessibility for staff. This represents a meaningful contribution to professional practice, particularly within a Welsh higher education context where such guidance is limited.

Alongside these innovations, Ruth has delivered a broad range of impactful work within a short timeframe:

Expanding engagement: She more than doubled the membership of the Information Champions Network within a single term, significantly extending the reach of records management support and awareness across the University (E04).
Embedding practice in real-world contexts: She has worked directly with teams in Finance, HR, Student Casework, and research services to integrate records management into operational processes, including system transitions and retention practices.
Developing practical tools and guidance: Her “Shared Drive to SharePoint” guidance has received strong positive feedback for its clarity and usability (E05).
Delivering training and building capability: She has refreshed and expanded training provision, linking records management to wider organisational priorities such as sustainability and digital efficiency (E06, E07).
Transforming legacy risk and delivering visible organisational impact: Ruth led a cross-University initiative to address decades of unmanaged paper records in the Main Building basement, working in partnership with University Library Services, Estates, and Supported Interns. This involved the responsible review and processing of records, resulting in over 800 bags of confidential waste being securely disposed of, alongside recycling and reuse of materials wherever possible. Beyond clearance, the project established a more sustainable approach to physical records management, supported improved compliance, and enabled the relocation of essential operational materials. The work also delivered wider social value, providing Supported Interns with opportunities to develop skills in data protection, health and safety, teamwork, and independent working. This highly visible project demonstrates Ruth’s ability to translate records management principles into practical, cross-functional outcomes that deliver organisational, environmental, and community benefit. This was recognised by a senior colleague: “It’s been a mammoth task… and has already begun to radically transform organisational health in this area.” (E08, E09, E10)

Her approach is proactive, innovative, and relationship-driven. Despite being at an early stage in her recordkeeping career, she has built strong credibility across the institution, with colleagues increasingly seeking her advice and support through recommendation.

Ruth’s achievements demonstrate the hallmarks of an outstanding new professional: rapid development of expertise, innovative thinking, and the ability to deliver tangible impact within a complex environment. Her work is already contributing to a shift in how records management is understood and applied, moving it towards a more embedded, user-centred, and strategically aligned function.

This combination of innovation, measurable early-career impact, and contribution to professional practice makes Ruth a compelling candidate for New Professional of the Year.

Supporting Evidence:

‍ ‍

E01 – Intranet guidance on using PowerApp

‍E02 – Screenshots of PowerApp

‍E03 – Intranet guidance – managing bilingual records

‍E04 – Thank you email – Information Governance Champions

‍E05 – Shared drive to SharePoint guidance

‍E06 – Intranet – training information (RM basics)

‍E07 – Intranet – training information (RM advanced)

‍E08 – Intranet guidance on dark data/ROT

E09 – Thank you email – reducing environmental impact of brand

E10 - Basement project “after” photo