Overview

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.

Key Skills

• Record Management
• Record Keeping
• Electronic Document Management
• Information Management
• Document Management Systems
• Microsoft Products
• Local Government
• Public Sector
• Data Entry
• Computer Literacy

Qualifications and training required

• BA in Record Management or relevant Field
• At least three years of experience in the same field