A Records and Archive Officer is responsible for processing, storing, retrieving and managing hard copy and digital records and information for the organisation. Records Officers are usually detail-oriented individuals who work with a variety of informational formats, such as digital records, paper, photographic or film.
Tasks and duties
- Evaluating the information needs of the organisation and helping to develop systems to support the efficient access, movement, cataloguing, updating, storage, retention and disposal of files and other records.
- Administering and registering records, for example, ensuring appropriate processing of digital records into an EDRMS (Electronic Document and Records Management System).
- Undertaking audits as required and establishing procedures for how long records should be maintained or kept.
- Establishing new records management systems
- Developing, maintaining, verifying and evaluating existing systems
- Overseeing the switch from paper to electronic record-keeping
- Writing reports and publications
- Dealing with enquiries and requests for information from both internal and external clients
- Ensuring that financial, legal or administrative requirements and regulations are complied with
- Ensuring that data is protected
- Classifying and indexing records
- Destroying or archiving finished data/records
- Ensuring that records are easily accessible when needed
- Providing training to staff who require access or have responsibility for maintaining records.
- Record Management
- Record Keeping
- Electronic Document Management
- Information Management
- Document Management Systems
- Microsoft Products
- Local Government
- Public Sector
- Data Entry
- Computer Literacy