Manages physical and digital records by classifying, coding, filing, retrieving, scanning, archiving, and securely distributing documents. Maintains retention schedules, destroys eligible records, supports audits, ensures confidentiality and regulatory compliance, performs data entry, and trains staff on records management procedures and systems.
A Records Clerk is responsible for the management and maintenance of an organization’s records, handling both physical and digital documents. This role is foundational to ensuring the accurate tracking, storage, and accessibility of all files and information. They are tasked with the systematic organization, filing, and retrieval of documents, which is crucial for the smooth operation of a company.
By ensuring that records are accurate and readily available, the Records Clerk supports the functions of various departments, from legal inquiries to audits. This position plays a key part in an organization’s efficiency and compliance with regulatory requirements. Through their work, a Records Clerk helps maintain a well-organized, compliant, and efficient records management framework.
Duties and Responsibilities
- Process, classify, and code all incoming physical and digital documents for proper entry into the records system.
- Respond to internal and public requests for information by searching for, retrieving, and disseminating files in accordance with access protocols.
- Execute the transfer of files to off-site storage or archives and manage the tracking of all archived materials.
- Ensure the security of sensitive information by adhering to all confidentiality policies and access procedures.
- Conduct routine data entry and use scanners to convert paper documents into a digital format for the electronic database.
- Follow document retention schedules to systematically purge and destroy records that have met their required lifecycle.
- Assist in regular audits of the records system to verify file completeness, accuracy, and compliance with regulations.
- Train new personnel on standard records management procedures and the use of the records entry and retrieval systems.
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