A Comprehensive Job Specification for the Role of Record Center Specialist

🎯 Role Definition

A Record Center Specialist is the custodian of an organization's physical and, at times, digital memory. This role is fundamental to information governance, ensuring that critical business records are securely stored, accurately tracked, and managed throughout their entire lifecycle—from creation and indexing to retrieval and eventual secure destruction. Operating within a structured warehouse or office environment, the specialist meticulously handles sensitive information, follows strict security and compliance protocols, and utilizes specialized software and equipment. They are the hands-on professionals who guarantee that the right information is in the right place, accessible to the right people, and disposed of at the right time, thereby protecting the organization from risk and supporting its operational efficiency.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate
Data Entry Clerk
Office Assistant or Clerk
Library Assistant

Advancement To:

Record Center Team Lead or Supervisor
Records Analyst
Information Governance Specialist
Record Center Manager

Lateral Moves:

Document Control Specialist
Compliance Assistant
Office Manager

Core Responsibilities

Primary Functions

Execute the end-to-end processing of incoming record containers, which includes lifting and moving boxes, verifying contents against transmittal documents, and applying unique barcode labels for system tracking.
Perform meticulous and accurate data entry of container metadata (e.g., box numbers, descriptions, retention dates) into the central Records Management System (RMS).
Respond to and fulfill client retrieval requests with a high degree of urgency and accuracy, locating specific files or boxes within the facility and preparing them for secure transport or digital scanning.
Manage the complete chain-of-custody for all records, ensuring every movement is logged and all physical and digital handoffs are securely documented.
Systematically prepare records scheduled for disposition, pulling them from shelves, verifying their eligibility for destruction, and staging them for secure shredding or disposal in line with company policy and client-specific retention schedules.
Conduct regular, systematic physical inventory audits and cycle counts to reconcile the physical location of assets with the information stored in the records management database.
Operate material handling equipment, such as order pickers, pallet jacks, and occasionally forklifts, to move and shelve record containers, often at significant heights.
Ensure the physical integrity and security of the records center by monitoring access, maintaining a clean and organized workspace, and adhering to all safety and security protocols.
Identify and troubleshoot inventory discrepancies, investigating missing or misplaced items by reviewing system logs, physical locations, and transaction histories.
Handle the inter-filing and shifting of files within existing containers as requested by clients, maintaining strict sequential or alphabetical order.
Process and manage the intake of new or empty storage containers, preparing them for client use and ensuring adequate supply levels are maintained.
Utilize handheld barcode scanners and other technology to efficiently process work orders, track assets, and update the inventory system in real-time.
Consistently lift, carry, and place boxes weighing up to 50 pounds on shelves, requiring physical strength and adherence to proper lifting techniques.
Communicate professionally with internal team members and external clients to clarify service requests, provide status updates, and resolve any issues that may arise.
Participate in large-scale records relocation or consolidation projects, assisting with the planning and execution of moving significant volumes of assets.

Secondary Functions

Assist in the training and onboarding of new Record Center Specialists, providing guidance on facility procedures, safety standards, and software usage.
Generate standard operational reports from the RMS, such as inventory summaries, retrieval activity logs, and destruction certificates for management review.
Contribute to process improvement initiatives by identifying and suggesting opportunities for enhanced efficiency, accuracy, or safety within the record center.
Support ad-hoc data requests and exploratory data analysis.
Contribute to the organization's data strategy and roadmap.
Collaborate with business units to translate data needs into engineering requirements.
Participate in sprint planning and agile ceremonies within the data engineering team.
Perform routine facility maintenance tasks, such as ensuring aisles are clear, equipment is properly stored, and general tidiness is upheld.
Provide backup support for other operational areas or teams within the facility as needed during peak periods or staff absences.

Required Skills & Competencies

Hard Skills (Technical)

Records Management Software (RMS): Proficiency in using specialized inventory and records management systems (e.g., Iron Mountain Connect™, O'Neil, Zasio) for data entry, tracking, and reporting.
Barcode Scanning Technology: Experience operating handheld RF (Radio Frequency) scanners for real-time inventory management and order fulfillment.
Material Handling Equipment Operation: Competency in safely using equipment like order pickers, reach trucks, and pallet jacks. Forklift certification is often a strong plus.
Data Entry and Typing Skills: A high degree of speed and accuracy in typing to ensure the integrity of the records database.
Microsoft Office Suite: Basic to intermediate skills in Excel, Word, and Outlook for communication, simple reporting, and data verification.
Knowledge of Compliance Standards: A general understanding of information management principles and regulations (like HIPAA or SOX) is beneficial.

Soft Skills

Exceptional Attention to Detail: The ability to meticulously manage thousands of assets and data points without error is paramount.
Organizational Skills: A systematic and methodical approach to managing tasks, time, and the physical organization of the warehouse space.
Integrity and Confidentiality: A strong ethical compass and the ability to handle sensitive and confidential information with the utmost discretion.
Physical Stamina: The capacity to perform physically demanding and repetitive tasks, including lifting, bending, and standing for long durations.
Problem-Solving: The ability to independently investigate and resolve inventory discrepancies or logistical challenges.
Teamwork and Communication: A collaborative mindset and clear communication skills to work effectively with team members, supervisors, and drivers.
Adaptability: The flexibility to work in a dynamic environment where priorities can shift quickly based on customer demand.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's degree.

Relevant Fields of Study:

Information Management
Library Science
Business Administration
Logistics

Experience Requirements

Typical Experience Range:

1-3 years of experience in a records center, warehouse, logistics, or a similar environment that requires inventory control and attention to detail.

Preferred:

Direct experience in the records and information management (RIM) industry is highly valued. Previous roles involving document control, archival work, or operating in a highly regulated environment are also considered a strong advantage.