Key Responsibilities and Required Skills for a Records Officer

🎯 Role Definition

A Records Officer is the organizational linchpin for information governance and management. This role is responsible for the entire lifecycle of a company's records, from their creation to their final disposition. More than just a file clerk, a Records Officer develops and enforces the policies that ensure information is organized, accessible, secure, and compliant with all legal and regulatory requirements. They are the trusted custodians of corporate memory, safeguarding critical assets and mitigating risks by ensuring the right information is available to the right people at the right time, while also managing its secure destruction when no longer needed.

📈 Career Progression

Typical Career Path

Entry Point From:

Records Assistant or Clerk
Administrative Coordinator
Library Assistant

Advancement To:

Senior Records Officer or Records Manager
Information Governance Manager
Compliance Officer or Manager

Lateral Moves:

Archivist
Paralegal
Data Governance Analyst

Core Responsibilities

Primary Functions

Systematically manage the full lifecycle of physical and electronic records, including creation, classification, retention, and secure disposition, in accordance with established policies.
Develop, implement, and maintain comprehensive records management policies, procedures, and file plans to ensure consistent and compliant information handling across the organization.
Administer and serve as the subject matter expert for the Electronic Document and Records Management System (EDRMS), providing user training, support, and system oversight.
Ensure all record-keeping practices are in strict compliance with relevant industry regulations, data privacy laws (like GDPR or CCPA), and legal obligations.
Process and respond to internal and external information requests, including discovery, audits, and public information requests (like FOIA), in a timely and accurate manner.
Plan and execute the digitization of physical records, overseeing scanning, indexing, and quality control processes to ensure faithful digital conversion.
Conduct regular audits and assessments of departmental records to monitor compliance, identify gaps, and ensure the integrity of the records inventory.
Implement and manage legal holds, coordinating with the legal department to identify, preserve, and prevent the destruction of relevant records for litigation or investigation.
Classify and apply appropriate security measures to sensitive, confidential, and vital records to prevent unauthorized access or disclosure.
Manage relationships with off-site storage vendors, overseeing the inventory, retrieval, and eventual destruction of archived physical records.
Create and maintain up-to-date records retention schedules, researching and interpreting legal and business requirements to define appropriate retention periods.
Provide expert advice and guidance to staff at all levels on records management best practices, policies, and their individual responsibilities.
Coordinate the secure and documented destruction of records that have met their retention requirements, ensuring compliance and minimizing risk.
Develop and maintain a comprehensive file plan and taxonomy to ensure logical organization and efficient retrieval of information across all formats.
Assist in developing and testing business continuity and disaster recovery plans specifically for the protection and recovery of vital company records.

Secondary Functions

Prepare and present regular reports to management on records management program performance, compliance metrics, and risk assessments.
Evaluate and recommend new technologies, software, or process improvements to enhance the efficiency and effectiveness of the records management program.
Support the onboarding process for new employees by providing mandatory training on their records management responsibilities.
Collaborate with the IT and Cybersecurity departments to ensure the long-term integrity, security, and preservation of electronic records.
Participate in cross-functional projects that involve significant information management components, such as system migrations or office relocations.

Required Skills & Competencies

Hard Skills (Technical)

EDRMS Proficiency: Hands-on experience with Electronic Document and Records Management Systems (e.g., SharePoint, OpenText, M-Files, Hyland).
Regulatory Knowledge: Deep understanding of relevant laws and standards such as GDPR, FOIA, HIPAA, and ISO 15489.
Lifecycle Management: Expertise in applying principles for the creation, maintenance, use, and disposition of records.
Taxonomy & Classification: Skill in developing and applying file plans and classification schemes to organize information effectively.
Digitization & Imaging: Familiarity with scanning hardware, OCR technology, and quality control for digital records.
Retention Scheduling: Ability to research, develop, and implement legally-sound records retention schedules.

Soft Skills

Meticulous Attention to Detail: An unwavering focus on accuracy and precision when handling critical information.
Integrity and Discretion: Unquestionable ethics and the ability to handle confidential and sensitive information responsibly.
Communication Skills: The ability to clearly explain complex policies and procedures to a non-technical audience, both verbally and in writing.
Organizational Prowess: Exceptional ability to manage multiple priorities, systems, and large volumes of information in a structured manner.
Problem-Solving: Proactively identifies issues in record-keeping practices and develops practical, compliant solutions.

Education & Experience

Educational Background

Minimum Education:

An Associate's degree or equivalent professional certification (e.g., Certified Records Analyst - CRA) combined with relevant experience.

Preferred Education:

Bachelor's or Master's degree in a relevant field.

Relevant Fields of Study:

Information Management or Information Science
Library Science or Archival Studies

Experience Requirements

Typical Experience Range: 2-5 years of direct experience in a records management, information governance, or related role.

Preferred:

Experience working within a regulated industry such as finance, healthcare, legal, or government.
Proven track record of participating in the implementation or major upgrade of a records management system.
Certification such as Certified Records Manager (CRM) is highly desirable.