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Records Officer

Records officers are responsible for the creation, storage, retrieval and disposal of all recorded information about an organisation's activities.

Information can come in many formats such as digital, photographic, film or paper.

This information contributes to what is often called the 'corporate memory' of the organisation, without which an organisation could not function properly or be held accountable for its actions.

Records officers must work closely with all staff members to make sure that the information systems of the organisation meet their needs and the organisation's objectives.

TASKS

Records officers may perform the following tasks:

research and analyse the information needs of an organisation and develop procedures to meet those needs
undertake audits of information created and stored within the organisation
establish durations for which records are to be kept according to policy and legislative requirements
develop policies for the distribution and storage of records, including the incorporation of new information technologies into the organisation
create and maintain databases for the control and retrieval of information
provide support to meet regulatory, accountability and transparency requirements of organisations
interpret freedom of information, archives and records and privacy legislation as it governs access to organisation information

PERSONAL REQUIREMENTS

good planning and organisational skills
good problem-solving skills
good communication skills
able to work as part of a team
attention to detail

Interest Area

EDUCATION & TRAINING

To become a records officer you usually have to complete a VOC qualification in recordkeeping or information technology. You may also like to consider a VOC qualification in government, business or business administration. As subjects and prerequisites can vary between institutions, you should contact your chosen institution for further information. You may be able to study through distance education.

You can also become a records officer through a traineeship in Recordkeeping or Government.

Entry requirements may vary, but employers generally require Year 10.

Additional Information

Records and Information Management Professionals Australasia is the professional organisation for records officers. Membership is available at various levels depending on qualifications and experience.

EMPLOYMENT OPPORTUNITIES

Records officers work in a variety of environments, including federal, state and territory government departments; local councils; commercial firms (such as banks and resource companies); churches; and professional associations. It is possible for records officers to move between different organisations and industries.

Self-employment is possible, mainly through contract work in setting up new record systems and by advising firms on methods of improved record storage and retrieval.

With experience, and sometimes further training, records officers may progress into team leader, coordinator and managerial roles.