In order to hire a records clerk, an employer makes candidates go through a rigorous interview process.
This includes a question-and-answer session which is designed to determine if the candidate is worth the time and resources that the company will eventually spend on them.
The interview will include questions pertaining to candidates’ specific knowledge of records management work.
The answers that you provide will eventually decide if you are the right person to join the company.
To help you prepare for the interview process, here is a set of Records Clerk interview questions and answers:
Records Clerk Interview Questions and Answers
1. Tell me a little about yourself.
I am a high school graduate. After finishing high school, I started working on a data entry project. From there, I developed an interest in working in records management and that is what I have been doing ever since.
2. What are some of the main duties that you have performed in a records clerk role?
As a records clerk, I have been busy collecting and collating data primarily. Typically, my work includes organizing records according to predefined principles and ensuring that they are managed in an orderly manner. Furthermore, my work includes maintaining databases and records according to protocol. I am also responsible for providing access to and retrieving data for concerned personnel.
3. What skills do you possess which make you an excellent individual to hire as a records clerk?
I am an extremely well-organized individual which makes it easy for me to work in this role. Specifically, I am well-versed in handling confidentiality issues and can handle technology to work with records. I am also a great manager of time and possess excellent quality focus.
4. What do you like most about working as a records clerk?
Despite popular opinion, records management work is not mundane. I love the fact that every day is a new one, with newer challenges.
5. What do you dislike about this work?
I am fully concentrated on this work, which is why I have yet to determine a problem with it.
6. How do you handle adversity at the workplace?
I am not too keen on concentrating on anything that is counterproductive. Hence, I take adversity with a pinch of salt and keep doing my work.
7. What do you find most challenging about working as a records clerk?
While I have all checks and balances in place, I still feel that data confidentiality is the most challenging to handle.
8. What do you do to make sure that data breaches do not occur?
I have a strict policy regarding data confidentiality. Unauthorized access is not just discouraged, it is forbidden. In fact, I make sure that all sensitive and semi-sensitive information is properly stored, with complex locks and codes on them. My backup is always strong too.
9. In your opinion, what is the one thing that can result in the downfall of data confidentiality?
I believe that data confidentiality is a highly sensitive matter, which is prone to disaster if enough vigilance is not practiced.
10. Tell us of a time when a data breach happened, and how you handled the situation.
A data breach has never transpired while I was in charge. However, I was called in by an old colleague to help her with an instance where data was compromised. Someone from within the company had leaked sensitive information to a competitor. To make sure that it does not happen again, I implemented stringent laws and regulations, which resulted in no issues till now – it has been 2 years of no such incident.
11. What is your method of deciding how to collate records?
Records collation highly depends on the company where I am working, and their rules in particular. Along with my own records management sense, I come up with a strategy to ensure that data is properly collated.
12. Describe your perfect work environment.
I feel that it is unrealistic to expect a perfect work environment. However, a near-perfect one would be where I can work in a professional environment, with a good support system.
13. What is your take on working overtime?
I do not have issues with working overtime. I feel that one should finish one’s work even if it takes a little extra time and effort.
14. What is your greatest strength?
My greatest strength is my thoroughness, which is a great support when working in records management.
15. What is your greatest weakness?
I would say that my greatest weakness is also my thoroughness, as it takes me a while to figure out when to stop.
16. What are you doing to overcome this weakness?
I am training myself to set realistic goals for myself. I feel that half the problem is resolved when one thinks realistically.
17. Have you ever been in a situation where you had no choice but to compromise on your principles?
I do not believe that one can have no choice at any point in time. I have always had a choice to do right or wrong, and I have always chosen the right path.
18. What is your take on company loyalty?
I believe that being loyal to your employer is the first step in your own success and that of the company.
19. How would you manage conflict between two colleagues?
I try not to intervene unless I am asked to, or unless there is an emergency. If either of these situations transpired, I would ensure that I resolve the issue to the best of my abilities, with the hope that it won’t affect the company.
20. What is your method of handling incorrect records?
I keep in constant touch with department heads to ensure that solid data is provided to me. In case of inconsistency, I make sure that I contact the concerned person, and work with them to obtain the records that I need.
21. What makes you unique?
I feel that I am unique because of my positive take on many things. In fact, my uniqueness is primarily defined by the way I look at things in a critical, yet objective manner.
22. What motivates you?
A work environment conducive to success is what motivates me the most.
23. What are you most passionate about?
I am most passionate about getting my work done well, and on time.
24. Tell me of a difficult work situation, and how you overcame it.
I was once given data of 50,000 records to collate and verify within 3 days. It was one of the most challenging work situations that I have come across as there was too much false information in it. However, I prioritized the work in a way that I was able to handle the challenge within the provided timeframe.
25. What do you like most about your last position?
I love the fact that I get to work with large sets of records. It gives me great pleasure to work in a challenging environment such as the one where I am working right now.
26. Why do you want to leave your job?
Due to some personal engagements, I have to move far from my present workplace. I feel that the commute of 3 hours on one side will not be worth it, as my working hours will become ridiculously long.
27. Why do you want to work for us specifically?
I have wanted to work for a company such as yours for a long time. I have been following the success of your organization for 3 years, and when the opportunity was highlighted, I decided to try my luck.
28. What is your greatest accomplishment?
My greatest accomplishment is to have reinvented the records management system within the organization where I am currently placed.
29. Do you look at yourself as a leader or as a boss?
I am more of a leader than a boss. Even though I feel that a mix of both is what really works, it is important to keep a solid balance.
30. How do you define success?
For me, the success of my company is my own success. This is why I work hard to ensure that my success aligns well with that of the company that I am representing.
31. How well do you work under pressure?
I work well under pressure since I am an organized individual. This makes it easy for me to handle work-related stress, and work around it.
32. What is the one thing that made you decide that you wanted to work as a records clerk?
I am a well-organized individual by nature and aspired to do something where this main skill will come in handy. While I came upon records management as an accident, I have never looked back because I enjoy the work immensely.
33. How do you feel about data confidentiality?
Where data confidentiality is concerned, I am a stickler for perfection. I do not compromise on data integrity or confidentiality, making sure that all information provided to me is maintained in a secure manner, and that appropriate backups are arranged for.
34. Have you ever been in a situation where the confidentiality of data under your wing was at risk?
Data is always at risk from forces within the organization and from external ones. There was a time when one sole record was leaked out, which I found out about immediately. I put my investigative prowess into action, almost immediately determining that another records clerk was responsible. Highlighting the issue immediately saved the organization from further risk.
35. What type of skills do you think are necessary to work as a records clerk?
I believe that the foremost skill that anyone needs in order to work as a records clerk is the ability to stay organized. Other than this, it is imperative for people working in this capacity to be great communicators, possess excellent typing skills, and have it in them to handle issues in a real-time manner.
36. What is the one thing that you look out for when punching data into a system?
My pet peeve is accuracy. I check and recheck each field several times before I deem it accurate, and ensure that all data is kept updated at all times.
37. If we decide to hire you, when can you join us?
I have provided notice to my present workplace. However, I am still in the process of moving, so both these things will take about 2 weeks to settle. I can join you within 2 weeks from now.
38. Where do you see yourself 5 years from now?
I see myself working as a records management specialist within the next few years.
39. Do you have any questions for me?
I am quite interested in finding out about the software that you use to handle data.
Successfully navigating the interview process brings you very close to the job of your dreams.
But for an interview to be deemed successful, you as a candidate have to make a lot of effort.
A confident gait and a smile on your face will make the interviewer come to a step closer to you.
The rest depends on how well you answer interview questions aimed your way.