Records Management Officer Job Description and Duties

Updated on: May 31, 2021

A records management officer works for an organization that has high records handling needs.

They are required to bring records and files together, and then collate and punch them into a predefined system. The work is straightforward but requires great skills and effort.

Records Management Officer Job Description and Duties

• Create and maintain effective relationships with team members in order to obtain the right information
• Obtain information from different departments and check it to ensure appropriateness
• Collate collected information, and categorize it according to set specifications
• Perform data entry work to ensure that all records are timely punched into the system
• Check each record to verify completeness and accuracy
• Oversee the management of electronic and paper information
• Identify and use appropriate records management systems and resources
• Set up and review data and records management systems
• Oversee the conversion of data from paper to electronic forms
• Deal with incoming inquiries, and provide appropriate feedback
• Ensure that all punched in data is adequately protected from internal and external threats
• Classify data according to indexing methods and protocols
• Ensure that data and records are easily accessible as and when needed
• Analyze data recording needs, and provide feedback on required systems and resources
• Ensure appropriate quality control within records management systems
• Retrieve data after ensuring that it will be delivered to the right people
• Resolve issues with records and data transfer processes
• Track and locate records by maintaining a central data list
• Oversee data migration activities, ensuring that data integrity is maintained at all costs
• Create and maintain reports on records management systems, resources, and activities
• Ensure the transfer of newly recorded or amended data to different departments within the company

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Records Management Officer Educational Requirements

To work as a records management officer, you must possess a high school diploma or a GED at the very least. If you have a degree, you may be given greater consideration.

Records Management Officer Required Skills and Abilities

Since the work revolves around important information, it is imperative for records management officers to be highly organized.

Apart from organizational skills, a records management officer needs to be a great communicator, with excellent interpersonal skills.

Also, it is important for people working ta this position to be able to interact with other people in order to obtain the right information and confirm and verify data.

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