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Key Responsibilities and Required Skills for a Records Coordinator

šŸ’° $45,000 - $65,000

AdministrationOperationsComplianceLegal Support

šŸŽÆ Role Definition

The Records Coordinator is the organizational cornerstone for information management, responsible for systematically controlling the lifecycle of all company records, from creation and maintenance to use and final disposition. This role ensures that physical and electronic records are managed in a consistent, compliant, and efficient manner. As the guardian of organizational data integrity, the Records Coordinator implements and upholds records management policies, supports legal and compliance requirements, and facilitates seamless access to information for authorized personnel. This position is critical for mitigating risk, improving operational efficiency, and preserving corporate memory.

šŸ“ˆ Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Data Entry Clerk
  • Office Manager / Clerk
  • Library Assistant

Advancement To:

  • Senior Records Coordinator / Records Analyst
  • Records Manager
  • Information Governance Specialist
  • Compliance Analyst

Lateral Moves:

  • Paralegal
  • Project Coordinator
  • IT Asset Management Coordinator

Core Responsibilities

Primary Functions

  • Manage the entire lifecycle of physical and electronic records, including their identification, classification, storage, retrieval, and disposition, in strict accordance with established retention schedules and policies.
  • Operate and maintain the Electronic Document Management System (EDMS) and other records management software, ensuring data integrity, system performance, and user accessibility.
  • Process, scan, and index a high volume of incoming documents, performing rigorous quality control checks to ensure all digital images are legible, accurate, and properly coded.
  • Serve as the primary point of contact for all internal and external requests for records, retrieving and delivering information accurately and promptly while maintaining strict confidentiality.
  • Conduct regular audits of physical and electronic record inventories to verify accuracy, ensure compliance with storage protocols, and identify records eligible for disposition.
  • Coordinate the secure off-site storage of inactive physical records, managing vendor relationships, tracking inventory, and facilitating retrievals as needed.
  • Execute the legally-defensible destruction of obsolete records according to the official retention schedule, documenting all disposition activities meticulously for compliance purposes.
  • Assist in the development, implementation, and communication of records management policies, procedures, and best practices across all departments.
  • Respond to legal discovery requests, litigation holds, and audits by identifying, preserving, and collecting relevant records in collaboration with the Legal and Compliance departments.
  • Train employees on proper records management procedures, including correct filing, indexing, and use of the EDMS, to foster a culture of information governance.
  • Maintain and update the master records retention schedule, researching and incorporating changes in legal and regulatory requirements that impact record-keeping.
  • Create new physical files and records, applying consistent labeling, indexing, and tracking standards to ensure they are integrated seamlessly into the existing system.
  • Manage the circulation and tracking of active physical records, ensuring a clear chain of custody and timely return to the central repository.
  • Digitize and archive legacy paper records to reduce physical storage footprint and improve accessibility, planning and executing large-scale conversion projects.
  • Prepare detailed reports on records management activities, including inventory volume, retrieval metrics, disposition statistics, and audit findings for management review.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis by retrieving and organizing relevant record sets.
  • Contribute to the organization's broader information governance strategy and roadmap by providing insights from daily operations.
  • Collaborate with IT and business units to translate records management needs into functional requirements for system enhancements or new software.
  • Participate in sprint planning and agile ceremonies if working within a technology-focused data or compliance team.
  • Provide administrative support to the department, including managing supplies for records storage and coordinating team schedules.
  • Assist in business continuity and disaster recovery planning by ensuring critical records are identified, protected, and recoverable.

Required Skills & Competencies

Hard Skills (Technical)

  • Electronic Document Management Systems (EDMS): Proficiency in using and administering systems like SharePoint, OpenText, FileNet, M-Files, or similar platforms.
  • Records Management Principles: Deep understanding of the records lifecycle, retention scheduling, and information governance frameworks (e.g., ARMA's Generally Accepted Recordkeeping PrinciplesĀ®).
  • Database Management: Experience with database entry, querying, and maintenance to track and manage record inventories.
  • MS Office Suite: Advanced proficiency in Microsoft Word, Excel, and Outlook for documentation, reporting, and communication.
  • Scanning & Imaging Technology: Hands-on experience with high-speed scanners, OCR (Optical Character Recognition) software, and digital imaging best practices.
  • Compliance Knowledge: Familiarity with regulatory requirements relevant to record-keeping, such as HIPAA, SOX, GDPR, or other industry-specific regulations.

Soft Skills

  • Meticulous Attention to Detail: An exceptional ability to identify and correct errors, ensuring absolute accuracy in filing, indexing, and data entry.
  • Organizational & Time Management Skills: Proven ability to manage multiple priorities, handle a high volume of records, and meet deadlines in a fast-paced environment.
  • Discretion and Confidentiality: Unquestionable integrity and the ability to handle sensitive and confidential information with the utmost professionalism.
  • Problem-Solving Skills: The capacity to troubleshoot issues with record retrieval, system errors, or process gaps and propose effective solutions.
  • Strong Communication: Excellent written and verbal communication skills to effectively train users, explain procedures, and collaborate with diverse teams.
  • Independent Worker: A self-motivated individual who can work autonomously with minimal supervision while also functioning as a collaborative team member.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent, coupled with significant relevant work experience.

Preferred Education:

  • Associateā€™s or Bachelorā€™s degree.
  • Certification in records management (e.g., Certified Records Analyst - CRA, or Certified Records Manager - CRM) is a significant asset.

Relevant Fields of Study:

  • Library Science
  • Information Management
  • Business Administration
  • Archives and Records Management

Experience Requirements

Typical Experience Range: 2-5 years of direct experience in a records management, document control, or archival role.

Preferred: Experience in a regulated industry (e.g., legal, healthcare, finance, or government) where strict compliance and confidentiality are paramount.

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