Ruth Williams-Sharp

18 Jun

‍Nomination: ‍

Ruth Williams-Sharp is the Compliance and Risk Advisor for Records Management at Cardiff University, working at the intersection of records management, information governance, digital transformation, and organisational change within a large, decentralised institution.

‍Since January 2025, when she was appointed to the role, Ruth has significantly increased the visibility, accessibility, and practical impact of records management, repositioning it from a reactive compliance function to a proactive enabler of organisational effectiveness. Her work is characterised by innovation, strong stakeholder engagement, and a focus on developing scalable, user-centred solutions. Although new to the post, she brings nearly 20 years of experience from across the University, enabling her to quickly deliver substantial impact by applying deep organisational knowledge and transferable skills within a complex and decentralised environment.

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

‍A standout achievement has been the development of a records management maturity self-assessment tool using Microsoft PowerApps (E01, E02). The tool enables individuals to evaluate their current records management practices, identify risks, and prioritise improvements. It translates professional standards into an accessible, interactive format for non-specialist users, supporting consistent and scalable engagement across the 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 represents a significant step forward in professional practice by:

Moving records management from static policy documentation to interactive, user-led engagement
Enabling consistent, scalable self-assessment across a large organisation
Providing a foundation for evidencing improvement and targeting interventions

Ruth has also made a sector-relevant contribution by identifying a gap in guidance on bilingual records management. In response, she developed bespoke Welsh/English guidance (E03), supporting compliance with Welsh language requirements while improving accessibility and usability for staff. This work addresses a recognised gap in available resources and demonstrates leadership in adapting professional practice to a Welsh higher education context.

Alongside these innovations, Ruth has delivered a wide range of impactful activity:

Expanding engagement at scale: She more than doubled the membership of the Information Champions Network within a single term, significantly increasing the reach of records management guidance and support. As noted by a senior colleague (E04): ‍ ‍“That’s some effort and will make a big difference to the effectiveness of the network… distributing our guidance more widely and improving how efficiently we can support staff.”
Embedding records management into operational practice: Ruth has worked directly with teams across the University to integrate records management into live processes, including transitions from shared drives to SharePoint and retention within business systems.
Developing practical, user-focused tools: Her “Shared Drive to SharePoint” guidance has received excellent feedback for its clarity and applicability, demonstrating a strong focus on making records management actionable and relevant (E05).
Delivering training and building capability: Ruth has refreshed core training provision, developed targeted sessions, and linked records management to wider organisational priorities such as sustainability, including promoting approaches to reduce “dark data” and ROT (E06, E07, E08, E09).
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.” (E11, E12, E13)

Her approach is proactive, innovative, and relationship-driven. She has built strong trust across the organisation, with colleagues increasingly seeking her out directly for advice based on recommendation, demonstrating both credibility and growing influence.

Overall, Ruth’s work demonstrates a clear shift in records management practice:

from reactive → proactive
from policy-led → user-centred
from siloed → embedded within systems and governance

This combination of innovative practice (PowerApp), sector contribution (bilingual guidance), and demonstrable organisational impact makes Ruth a compelling candidate for Record Keeper of the Year.

Evidence pack:

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

E11 – Thank you email – basement project