How to Be Records Management Clerk - Job Description, Skills, and Interview Questions

May 18, 2021 / 5 Minutes Read / By Albert

How to Become

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When there is an inadequate Records Management Clerk in place, it can have a detrimental effect on an organization's operations. Without a Records Management Clerk, the organization will not have the necessary tools in place to organize and store the documents that are important to their day-to-day functioning, such as contracts, legal documents and financial records. Furthermore, without a Records Management Clerk, it will be difficult to locate and retrieve these documents quickly and efficiently when needed.

This can lead to delays in decision-making, as well as possible compliance issues or breaches of contract. Thus, it is essential for organizations to ensure that a skilled Records Management Clerk is in place to keep all documents properly organized and easily accessible.

Steps How to Become

Earn a High School Diploma or GED. Most employers prefer to hire records management clerks who have a high school diploma or equivalent. If you do not have a diploma, you can earn a GED (General Education Development) credential.
Attend a Vocational or Technical School. To increase your chances of getting a job as a records management clerk, consider enrolling in a vocational or technical school. Programs may include courses in filing systems and records management, as well as courses in computer technology and office software.
Obtain Work Experience. Although it is not always necessary, some employers may prefer to hire individuals who have prior work experience. Look for entry-level positions in records management and apply for positions that offer on-the-job training.
Develop Computer Skills. Nearly all employers will require applicants to have at least some computer skills, such as word processing, spreadsheet software, and database management. Consider taking computer classes or online courses to brush up on your skills.
Get Certified. Many professional organizations offer certification programs for records management clerks. Certification can demonstrate your commitment to the field and increase your chances at getting hired.

A Records Management Clerk must possess an ideal combination of knowledge, skills, and abilities to be competent. Records management requires a keen attention to detail, excellent organizational skills, and the ability to work with a variety of applications and systems. Furthermore, they must have the ability to understand complex information, prioritize tasks, and remain organized in a fast-paced environment.

a Records Management Clerk must be able to communicate effectively, both verbally and in writing, in order to ensure accuracy and maintain records properly. As a result of having these ideal qualities, a Records Management Clerk is able to effectively manage sensitive documents, track data, and provide quick access to records.

You may want to check Automobile Parts Clerk, Distribution Center Clerk, and Switchboard Operator/Clerk for alternative.

Job Description

Create and maintain records management filing systems
Ensure accuracy, completeness, and proper maintenance of records
Prepare, scan, copy, and file records and documents
Retrieve information from records as requested
Provide records research services to other departments or outside agencies
Monitor document retention schedules and ensure compliance with legal requirements
Oversee the destruction of records according to policies and procedures
Process requests for records in accordance with regulations and procedures
Provide advice and guidance on records management policy, procedure, and technology
Develop and implement procedures for records access and retrieval
Maintain databases to record and track records management activities
Participate in the development of records management policies and procedures

Skills and Competencies to Have

Knowledge of records management principles, practices, and procedures.
Ability to organize and maintain paper and electronic files and records.
Proficiency with office software programs, such as Microsoft Office Suite and Adobe Acrobat.
Excellent communication, problem solving and customer service skills.
Ability to work independently and prioritize tasks in a fast-paced environment.
Attention to detail and accuracy in entering data and processing documents.
Ability to follow instructions, policies and procedures.
Knowledge of legal requirements related to records management and information handling.
Ability to lift and carry boxes or other materials weighing up to 25 lbs.
A valid drivers license and reliable transportation for off-site document retrieval and delivery.

Records management is an important part of any organization, as it ensures the safety and accuracy of important documents. Having a records management clerk is essential to ensure the data collected is managed efficiently and effectively. The most important skill a records management clerk needs to have is the ability to maintain organization, since the organization of the documents affects how quickly they can be accessed.

having attention to detail is key to ensure the accuracy of the data, as any mistakes could lead to costly consequences. Furthermore, a records management clerk must also be able to work with computers and technology, as the records may need to be digitized for more efficient storage. Finally, strong communication skills are also necessary, as the clerk needs to be able to interact with other departments within the organization to ensure accuracy of information.

All these skills are essential for any successful records management clerk.

Administrative Assistant/Clerk, Medical Records Clerk, and Stockroom/Inventory Control Clerk are related jobs you may like.

Frequent Interview Questions

How would you organize and manage a large amount of physical records?
How do you ensure that confidential information is properly stored and secured?
Describe the methods you use to keep track of and manage records?
What experience do you have with digital filing systems?
What experience do you have with archiving physical records?
What steps would you take to ensure that all records were properly indexed and filed?
How do you handle requests for records from other departments or external clients?
How do you prioritize tasks when managing large volumes of records?
Describe a time when you had to troubleshoot a records management issue.
How do you ensure regulatory compliance when managing records?

Common Tools in Industry

File Management System. A system used to store, organize, and secure digital and physical documents. (Eg: Microsoft SharePoint)
Scanning Software. Software used to scan documents and convert them into digital images that can be stored, organized, and shared. (Eg: Adobe Acrobat)
Document Imaging Software. Software used to store and manage documents in digital format. (Eg: Ephesoft)
Data Entry Software. Software used to input data into a computer system. (Eg: Microsoft Excel)
Records Retention Software. Software used to track records and ensure compliance with legal requirements. (Eg: Compliance Sheriff)
Paperless Office Software. Software used to automate paper-based processes and eliminate the need for physical filing cabinets or other storage devices. (Eg: DocuWare)
Electronic Document Management System (EDMS). A system used to manage the storage, retrieval, and revision of electronic documents. (Eg: OpenText Content Suite)
Project Management Software. Software used to plan, track, and manage projects. (Eg: Microsoft Project)

Professional Organizations to Know

Association of Records Managers and Administrators (ARMA International)
International Records Management Trust (IRMT)
Information Governance Initiative (IGI)
Institute of Certified Records Managers (ICRM)
Information and Records Management Society (IRMS)
Society for Imaging Science and Technology (IS&T)
Information Security Professionals Association (ISPA)
International Association for Information and Data Quality (IAIDQ)
American Health Information Management Association (AHIMA)
Society of American Archivists (SAA)

We also have Automobile Billing/Title Clerk, Claims Clerk, and Accounting Assistant/Clerk jobs reports.

Common Important Terms

Records Management. The systematic organization, control, maintenance, retrieval, and destruction of records and documents according to established procedures and regulations.
Retention Schedule. A list of records and documents that must be kept for a certain amount of time and their destruction date.
Records Classification System. A system used to organize, store, and access records in an orderly way.
Electronic Records Management. The management of digital information, including the creation, storage, retrieval, and destruction of records.
Records Storage. The physical location where records are stored, such as filing cabinets, boxes, or electronically.
Records Security. The protection of records from unauthorized access, destruction, or alteration.
Records Destruction. The destruction of records according to established procedures.

Frequently Asked Questions

Q1: What does a Records Management Clerk do? A1: A Records Management Clerk is responsible for organizing, maintaining, and preserving records for organizations. They ensure records are secure, up-to-date, and accessible when needed. Q2: What skills are important for a Records Management Clerk? A2: Skills important for a Records Management Clerk include research, organizational, and computer skills. They must also have an understanding of data security and privacy laws. Q3: What kind of records do Records Management Clerks handle? A3: Records Management Clerks handle a variety of records, including paper documents, electronic files, photographs, and audio/video recordings. Q4: How is a Records Management Clerk's work organized? A4: Records Management Clerks typically organize their work by creating systems for tracking, filing, and retrieving records. They also develop procedures to ensure records are accurately stored and protected. Q5: What is the expected salary for a Records Management Clerk? A5: According to PayScale, the median salary for a Records Management Clerk is approximately $37,000 per year.

Web Resources

Records Management | Penn State University Libraries libraries.psu.edu
Records Management Concepts & Definitions - Princeton University records.princeton.edu
Records Management Plan - University of Texas at Austin www.records.utexas.edu