Key Responsibilities and Required Skills for a Records Clerk

🎯 Role Definition

The Records Clerk is the custodian of an organization's institutional memory, tasked with systematically managing the entire lifecycle of information, from creation and storage to retrieval and eventual disposition. This role is fundamental to maintaining operational integrity, ensuring regulatory compliance, and supporting all business functions by providing accurate and timely access to critical data. A successful Records Clerk combines meticulous organizational skills with a deep respect for confidentiality, acting as a crucial gatekeeper for both physical and digital records that form the backbone of the company.

📈 Career Progression

Typical Career Path

Entry Point From:

Office Assistant
Data Entry Clerk
Administrative Assistant
Receptionist

Advancement To:

Senior Records Clerk
Records and Information Coordinator
Records Manager
Compliance Analyst
Archivist

Lateral Moves:

Administrative Coordinator
Document Control Specialist
Legal Assistant
Executive Assistant

Core Responsibilities

Primary Functions

Meticulously sort, code, and file physical and electronic documents according to established records management policies and procedures to ensure rapid and accurate retrieval.
Manage the complete lifecycle of both physical and digital records, including their creation, classification, storage, retrieval, and disposition in accordance with retention schedules.
Respond to internal and external requests for information by promptly locating, retrieving, and delivering records while adhering to all access and privacy protocols.
Perform regular quality control checks and audits on filed and scanned documents to ensure legibility, data integrity, and proper indexing within the system.
Maintain the security and integrity of the central filing system, whether physical or electronic, by controlling access and ensuring the absolute confidentiality of sensitive information.
Process, scan, and index a high volume of diverse documents into the electronic records management system with an exceptional degree of accuracy.
Create new physical files and digital folders as needed, applying correct labeling conventions and indexing standards to ensure system-wide consistency.
Prepare records for off-site storage, coordinating with third-party vendors and maintaining detailed inventories of archived boxes and their contents for future retrieval.
Execute record destruction procedures for documents that have met their retention period, documenting the process to ensure compliance with company policy and legal regulations.
Assist with legal discovery, audits, and compliance requests by efficiently gathering, organizing, and preparing all relevant documentation in a timely manner.
Enter, update, and verify information in various databases and tracking logs, ensuring all data is current, accurate, and easily searchable.
Operate and maintain standard office equipment, including high-speed scanners, copiers, and industrial shredders, to manage and process documents effectively.
Adhere strictly to data privacy and confidentiality protocols, such as HIPAA or GDPR, when handling sensitive, personal, or proprietary information.
Provide frontline support and guidance to staff on proper records management procedures, filing standards, and system usage.
Track the movement of physical files using a check-in/check-out system to maintain a clear and unbroken chain of custody at all times.

Secondary Functions

Assist in the development and periodic updating of records management policies, procedures, and official retention schedules.
Participate in departmental projects related to process improvement, system migration, or office relocations, focusing on the records management and information transfer component.
Conduct periodic physical inventory and self-audits of records holdings to verify accuracy, assess conditions, and identify materials eligible for disposition.
Manage the inventory of filing and office supplies, such as folders, labels, and archive boxes, and place orders as needed to maintain stock.
Provide backup support for other administrative roles within the department, such as reception or data entry, during staff absences or peak workloads.
Generate routine reports on records management activities, such as retrieval statistics, storage volume, and destruction logs for management review.
Troubleshoot minor issues with scanning equipment or records management software, escalating complex technical problems to IT support for resolution.
Support the onboarding process for new employees by providing training on the company's records management policies and systems.

Required Skills & Competencies

Hard Skills (Technical)

Microsoft Office Suite: Proficiency in Word, Excel, and Outlook for communication, tracking, and reporting.
Electronic Document Management Systems (EDMS): Hands-on experience with at least one major EDMS or Records Management System (RMS).
Data Entry & Typing: Fast and accurate alphanumeric data entry skills, often with a required speed measured in Keystrokes Per Hour (KPH) or Words Per Minute (WPM).
Office Equipment Operation: Familiarity with operating high-speed scanners, multi-function printers, copiers, and shredders.
Filing Systems: Strong understanding of various filing methodologies, including alphabetic, numeric, chronological, and subject-based systems.
Records Retention: Knowledge of records retention schedules and legally compliant disposition processes.
Compliance Awareness: General understanding of privacy regulations relevant to the industry (e.g., HIPAA, FOIA, GDPR, SOX).

Soft Skills

Attention to Detail: An exceptional ability to notice and correct errors and inconsistencies, ensuring near-perfect accuracy in all tasks.
Organization & Time Management: The ability to manage multiple priorities, handle a high volume of documents, and meet deadlines consistently.
Confidentiality & Discretion: An unwavering commitment to protecting sensitive information and maintaining professional discretion at all times.
Communication Skills: Clear and professional verbal and written communication skills for interacting with colleagues and responding to information requests.
Problem-Solving: A methodical approach to identifying and resolving issues, such as locating misplaced files or correcting indexing errors.
Independence & Teamwork: The capacity to work independently with minimal supervision, as well as collaborate effectively within a team environment.
Reliability: A high degree of dependability and a strong work ethic, understanding the critical nature of the role.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's Degree or a professional certification (e.g., Certified Records Analyst - CRA).

Relevant Fields of Study:

Business Administration
Information Management
Library and Information Science

Experience Requirements

Typical Experience Range:

1-3 years of direct experience in a records management, office administration, or high-volume data entry role.

Preferred:

Prior experience working in a regulated environment such as legal, healthcare, finance, or government is highly advantageous and often preferred.