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Key Responsibilities and Required Skills for Records Intern

💰 $ - $

InternshipRecords ManagementInformation GovernanceAdministrative Support

🎯 Role Definition

The Records Intern is a developmental role that provides hands-on support to the Records and Information Management (RIM) team. This position is instrumental in the day-to-day execution of an organization's information governance strategy, focusing on the complete lifecycle of both physical and digital records—from creation and classification to retention and final disposition. Interns in this role gain invaluable experience in ensuring data integrity, compliance, and operational efficiency, serving as a crucial link in the chain of information stewardship. It's a fantastic opportunity to learn the ropes of how a modern organization manages its most valuable asset: its information.

📈 Career Progression

Typical Career Path

Entry Point From:

  • University Student (undergraduate or graduate)
  • Recent Graduate
  • Career Changer from an Administrative or Library role

Advancement To:

  • Records Coordinator
  • Records Analyst
  • Information Governance Specialist

Lateral Moves:

  • Library Technician
  • Data Quality Analyst
  • Compliance Assistant

Core Responsibilities

Primary Functions

  • Assist in the systematic classification, indexing, and filing of diverse physical and electronic records in accordance with established company taxonomies and information architecture.
  • Support the application and enforcement of records retention schedules, helping to identify records eligible for disposition and initiating the destruction process.
  • Perform high-quality digitization and scanning of physical documents, ensuring they are converted into accessible and legible electronic formats for the document management system.
  • Conduct thorough quality control checks on newly scanned images and associated metadata to guarantee accuracy, completeness, and searchability.
  • Help manage the inventory and logistics of off-site physical records storage, including processing retrieval requests and coordinating secure transportation.
  • Participate in comprehensive inventories of both physical and electronic record collections to verify accuracy, locate missing files, and update tracking systems.
  • Execute the secure and confidential destruction of records that have met their retention period, ensuring compliance with company policy and legal standards.
  • Provide support for information requests, legal holds, and eDiscovery processes by helping to locate, retrieve, and organize relevant records.
  • Diligently update and maintain metadata for records within the enterprise content management (ECM) or records management system (RMS) to enhance data integrity.
  • Contribute to the drafting and revision of records management policies, procedures, and best practice guidelines for the organization.
  • Assist in preparing and organizing training materials and communications to educate staff on proper records handling and information governance responsibilities.
  • Engage in significant records management projects, such as large-scale file purges, system migrations, or departmental clean-up initiatives.
  • Ensure all records management activities are performed in strict compliance with internal policies and external regulations (e.g., GDPR, HIPAA, SOX).
  • Manage the intake and processing of new records from various business units, ensuring they are properly cataloged and stored from the outset.
  • Conduct research on emerging trends, technologies, and best practices within the records and information management (RIM) industry.
  • Generate and analyze reports on key records management metrics, such as storage volume, destruction rates, system usage, and retrieval times.
  • Assist with the proper handling, preservation, and cataloging of archival materials and documents of long-term historical value to the company.
  • Collaborate with cross-functional teams, including IT, Legal, and Compliance, on shared information governance objectives and projects.
  • Perform accurate and timely data entry to support the organization and tracking of the company's information assets.
  • Support the physical organization of on-site file rooms and storage areas, working to optimize space, security, and accessibility for authorized personnel.
  • Review and categorize incoming electronic communications and documents within shared platforms like SharePoint or network drives according to established rules.

Secondary Functions

  • Assist in the preparation of training materials and presentations for end-users on records management best practices.
  • Contribute to internal audits of departmental record-keeping practices to ensure policy adherence.
  • Support the Records Management team with ad-hoc projects and special initiatives as they arise.
  • Participate in team meetings and contribute ideas for process improvements within the records lifecycle.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency in the Microsoft Office Suite (Word, Excel, Outlook, Teams).
  • Familiarity with document collaboration platforms like Microsoft SharePoint or Google Workspace.
  • Basic understanding of Electronic Document and Records Management Systems (EDRMS) concepts.
  • Knowledge of fundamental records retention principles and the records lifecycle.
  • High-speed and accurate data entry and typing skills.
  • Experience with office equipment, including high-volume scanners and printers.
  • A foundational understanding of metadata and its importance in information retrieval.
  • Awareness of information governance and data privacy concepts (e.g., PII, confidentiality).
  • Ability to learn new software and technical systems quickly.
  • Basic research skills to find information on compliance and best practices.

Soft Skills

  • Exceptional attention to detail and a commitment to accuracy.
  • Strong organizational and time-management skills, with the ability to prioritize multiple tasks.
  • Excellent written and verbal communication abilities.
  • Absolute integrity and the ability to handle sensitive and confidential information with discretion.
  • A proactive mindset with the capacity to work independently and take initiative.
  • A collaborative, team-oriented spirit.
  • Strong analytical and problem-solving skills.
  • Adaptability and flexibility in a dynamic work environment.
  • A dependable and strong work ethic.
  • A customer-service-oriented approach to assisting colleagues.

Education & Experience

Educational Background

Minimum Education:

  • Currently enrolled in an accredited college or university program, or a recent graduate with a High School Diploma or equivalent.

Preferred Education:

  • Actively pursuing a Bachelor’s or Master’s degree in a relevant field of study.

Relevant Fields of Study:

  • Library Science / Information Science
  • Archival Studies
  • History
  • Business Administration
  • Public Administration
  • Information Systems

Experience Requirements

Typical Experience Range:

  • 0-1 years of professional experience. This is an entry-level, developmental role.

Preferred:

  • Prior experience in an office, library, or administrative setting is highly beneficial. A demonstrated interest in records management, archives, or information governance through coursework or extracurricular activities is a strong plus.
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