What Does a Records Specialist Do?

The Records Specialist plays an integral role within organizations, ensuring the accurate and efficient management of a wide array of documents and records. This position involves the organization, maintenance, and retrieval of records, which may include confidential and sensitive information, making discretion and attention to detail paramount. By overseeing the lifecycle of documents from creation to disposal, the Records Specialist supports various departments by providing timely access to necessary information, thereby facilitating smooth operations and compliance with legal and regulatory requirements. Their work ensures that the organization’s historical and operational data is preserved and accessible, supporting decision-making processes and operational efficiency across the board.

Records Specialist Job Duties

• Manage and maintain physical and digital records databases, ensuring accurate entry, indexing, and retrieval of documents.
• Implement and oversee document lifecycle procedures, from creation and active use to archiving and eventual disposal.
• Facilitate the secure transfer of sensitive documents between departments and external stakeholders, adhering to confidentiality protocols.
• Perform regular audits of records to ensure compliance with legal, regulatory, and organizational standards.
• Develop and deliver training programs for staff on records management policies and best practices.
• Coordinate with IT department to ensure the integrity and security of electronic records, including backup and disaster recovery plans.
• Respond to internal and external requests for information, retrieving documents and providing copies in accordance with legal and organizational guidelines.
• Research and recommend new records management technologies and processes to improve efficiency and reduce costs.

Records Specialist Salary & Outlook

Factors influencing a Records Specialist’s salary include industry experience, specialization in digital records management systems, proficiency in specific software (e.g., EDRMS, SharePoint), and the complexity of records handled. Additionally, roles requiring oversight of compliance with legal and regulatory frameworks may command higher salaries.

• Median Annual Salary: $51,975 ($24.99/hour)
• Top 10% Annual Salary: $100,000 ($48.08/hour)

The employment of records specialists is expected to grow much faster than average over the next decade.

This surge is primarily due to the increasing need for meticulous record-keeping in healthcare, legal, and financial sectors, where compliance with regulations and data management is critical. Additionally, the digital transformation of records demands specialists skilled in the latest data management technologies.

Records Specialist Job Requirements

Education: A Records Specialist typically pursues education beyond high school, with many holding Post-Secondary Certificates or having completed some college courses. Relevant fields of study include information management, business administration, or computer science. An Associate’s Degree can enhance prospects, focusing on areas like data management or administrative support. High school graduates often supplement their education with specific courses in record keeping, organizational skills, and technology to meet the job requirements.

Experience: Records Specialists often enter the field with diverse backgrounds, including those without prior experience. On-the-job training is common, allowing newcomers to learn the intricacies of managing, organizing, and protecting records. For those with some background, experience in administrative roles, data management, or related areas is beneficial. Training programs may focus on database management, confidentiality protocols, and digital records systems, equipping specialists with the necessary skills to handle various records efficiently and securely. Continuous learning and adaptability are key in this evolving field.

Certifications & Licenses: Certifications and licenses are not typically required for the position of Records Specialist. However, obtaining certifications such as the Certified Records Manager (CRM) from the Institute of Certified Records Managers or the Information Governance Professional (IGP) certification from ARMA International can be beneficial for career advancement.

Records Specialist Skills

Document Management: Involves the organization, storage, and retrieval of both digital and physical documents to maintain compliance with legal and organizational standards. It requires careful categorization, indexing, and upkeep of documents to enable easy access while safeguarding the integrity and confidentiality of information.

Data Entry Accuracy: Focuses on the precise and error-free input of data into databases or records management systems. Inaccuracies can lead to significant operational disruptions and data integrity issues. A meticulous attention to detail and the ability to quickly identify and correct errors are necessary to ensure accurate capture and maintenance of information for future reference and compliance.

Archival Preservation: Concerns the longevity and integrity of historical documents, photographs, and digital records. It necessitates meticulous attention to environmental conditions, materials, and storage methods. Techniques range from acid-free preservation to digitization, ensuring the accessibility and authenticity of archival materials for future generations.

Compliance Monitoring: Involves auditing and reviewing files to ensure adherence to internal policies and external legal regulations. By identifying discrepancies or areas of non-compliance, a proactive approach is taken to mitigate risk and maintain good standing with regulatory bodies through the implementation of corrective actions when necessary.

Information Retrieval: Entails efficiently locating and accessing specific documents or data from extensive archives or databases. A keen eye for detail and a methodical approach to search and retrieval processes are essential for the swift fulfillment of information requests, enabling stakeholders to receive accurate and timely data to support decision-making and operational needs.

Digital Filing Systems: Focuses on the organization and retrieval of documents through electronic means, which allows for streamlined operations and enhanced data security. Proficiency in this area ensures compliance with legal and regulatory requirements while facilitating quick access to information.

Records Specialist Work Environment

A Records Specialist typically operates in an office setting, surrounded by filing systems, computers, and digital storage solutions. Their workspace is designed for efficiency, with easy access to both physical and electronic records. The nature of the job demands precision and attention to detail, as they manage, organize, and retrieve vital documents.

Work hours for a Records Specialist are generally standard, though some flexibility may be offered depending on the employer’s policies. The dress code leans towards business casual, reflecting a professional yet comfortable environment.

The role involves a moderate level of interaction with others, primarily through digital communication, but also includes face-to-face meetings, necessitating good interpersonal skills. The pace is steady, with peak times often dictated by business cycles or specific project demands.

Health and safety considerations are typical of an office environment, with ergonomics playing a significant role in workstation setup to prevent strain or injury. Noise levels are usually low, contributing to a focused atmosphere conducive to meticulous work.

Opportunities for professional development are available, with technology playing a central role in the evolving nature of record-keeping, requiring ongoing learning and adaptation.

Advancement Prospects

A Records Specialist can advance to a Records Manager or Information Governance Officer by demonstrating expertise in managing both physical and digital records. Mastery in compliance, data privacy laws, and an understanding of industry-specific record-keeping requirements are crucial.

To achieve these roles, a specialist should focus on leading projects that improve records management processes or implement new technologies within their organization. Experience in developing and enforcing records retention schedules is also valuable.

Additionally, involvement in cross-departmental collaborations can showcase the ability to manage complex information governance issues, positioning the specialist for higher responsibility roles. Success in these areas often leads to opportunities for leadership positions within the records management or information governance departments.