17 Records Technician Interview Questions and Answers

From hospitals to schools to businesses, just about every organization needs someone to manage and maintain their records. That’s where you come in. As a records technician, you’re responsible for organizing, tracking, and safeguarding important documents.

If you’re looking for a records technician job, you’ll need to be prepared to answer some common interview questions. In this guide, we’ll provide you with a list of questions and answers that you can use to help you prepare for your interview.

Are you comfortable working with a wide range of materials including paper, video, audio, photographs, etc.?

This question is an opportunity to show your interviewer that you have the skills and experience necessary to perform this role. Use examples from previous work experiences where you had to organize a variety of materials, including how you handled them.

Example: “In my last position as a records technician, I worked with all types of media, including paper documents, photographs, audio recordings and video files. My supervisor taught me how to properly handle these different materials so they wouldn’t be damaged or lost. For example, when working with paper documents, I would use acid-free folders and file cabinets to store them in a way that preserved their quality. When working with digital media, I used software to scan photos and convert audio and video files into searchable formats.”

What are some of the most important skills that a records technician needs to succeed in this role?

This question can help the interviewer determine if you have the skills and abilities to succeed in this role. Use your answer to highlight some of the most important skills that records technicians need, such as attention to detail, organizational skills and customer service skills.

Example: “The most important skill for a records technician is accuracy. This job requires someone who can accurately enter data into the system without making mistakes. I also think it’s important to be organized because there are so many documents to keep track of. Finally, good communication skills are essential because you work with other employees and clients.”

How would you organize and store materials for an organization that has multiple locations?

This question can help the interviewer assess your organizational skills and how you might approach a large project. Use examples from previous experience to highlight your ability to plan, organize and prioritize tasks.

Example: “In my last role as a records technician, I worked with an organization that had multiple locations. Each location was responsible for storing their own documents, but we also needed to keep copies of all important files in our office. To organize this process, I created a database system where each location could upload their documents into the system. Then, I organized the uploaded documents by date and location so they were easy to find when needed.”

What is your experience with using and maintaining digital recordkeeping systems?

This question can help the interviewer determine your experience with using and maintaining digital recordkeeping systems. Use examples from previous work experiences to highlight your skills in this area, such as how you use different types of software programs and databases to maintain records.

Example: “In my last position, I was responsible for managing all aspects of our company’s digital recordkeeping system. This included creating new files and folders within the database program, entering data into the system and backing up important information on a daily basis. In addition, I also had to ensure that all employees were following proper procedures when it came to maintaining the digital recordkeeping system.”

Provide an example of a time when you had to help an organization locate important documents that were stored in an older format.

This question can help the interviewer understand how you apply your problem-solving skills to a variety of situations. Use examples from previous work experiences where you helped an organization or company find important documents that were stored in older formats, such as microfiche and microfilm.

Example: “At my current job, we have clients who store their records on microfiche and microfilm. I’ve learned over time that these types of storage methods are not always reliable for long-term record keeping. In one instance, I was helping a client locate some old contracts they needed to sign. They had saved them on microfiche but couldn’t find them when they needed them. After looking through all of our files, I found the contracts in a box with other documents that were also stored on microfiche. The client signed the contract and everything worked out.”

If you had to choose one type of recordkeeping system to use for the rest of your career, which would it be and why?

This question is a great way to see how much you know about the different types of recordkeeping systems and which one you prefer. It also shows your interviewer that you are flexible and willing to learn new things. When answering this question, it can be helpful to mention what you like about each system and why you would choose one over another.

Example: “I think I would choose manual recordkeeping because I enjoy working with paper records. I find them easy to organize and understand, and I feel confident in my ability to maintain them properly. However, if I had to use an electronic system, I would choose a document management system because I am comfortable using computers and software.”

What would you do if you noticed that one of your coworkers was storing important documents in an unsafe manner?

This question can help an interviewer determine how you would handle a situation that could affect the company’s overall success. In your answer, try to show that you value teamwork and are willing to speak up when necessary.

Example: “If I noticed my coworker storing important documents in an unsafe manner, I would first approach them privately to see if they were aware of their mistake. If they weren’t, I would explain why it was important to store records properly so we could ensure their integrity. If they still didn’t change their ways, I would bring it to my supervisor’s attention so they could address the issue.”

How well do you perform under pressure and what is your experience with completing urgent requests from management?

When working in a records department, you may be asked to complete urgent requests from management. Employers ask this question to learn more about your ability to handle pressure and prioritize tasks. In your answer, share an example of how you handled a high-pressure situation in the past. Explain what steps you took to manage the situation and what skills helped you succeed.

Example: “In my previous role as a records technician, I was responsible for maintaining all recordkeeping systems within the company. One day, our database crashed and we lost all of our data. The CEO called me directly and demanded that I fix the problem immediately. I knew that if I didn’t act fast, it could have been detrimental to the company’s success. So, I gathered my team together and explained the urgency of the situation. We then worked together to restore the system and recover all of the lost data.”

Do you have experience working with confidential information and protecting it from unauthorized users?

Records technicians often work with sensitive information, so employers ask this question to make sure you have experience handling confidential data. Use your answer to explain that you understand the importance of keeping records safe and secure. Explain how you would handle a situation where someone was trying to access unauthorized information.

Example: “I do have experience working with confidential information. In my last role as a records technician, I worked with private medical records. My manager gave us training on how to protect patient privacy. We were required to log in to our computers before accessing any files. If anyone tried to access a file without logging in first, we had to report it to our supervisor immediately. This helped ensure that patients’ privacy remained intact.”

When would you recommend an organization start storing information digitally instead of on paper?

This question can help the interviewer determine your knowledge of digital records management. It can also show them how you make decisions and apply critical thinking skills to your work. Use examples from your experience that highlight your ability to analyze situations and make informed choices.

Example: “In my last role, I worked with a team of IT professionals who were developing an electronic medical record system for our hospital. We had several meetings where we discussed when it would be most beneficial to switch over to digital storage instead of paper files. Ultimately, we decided to start storing information digitally once the hospital reached its capacity for patient care. This allowed us to save time by not having to file paperwork and helped ensure all important documents were securely stored.”

We want to improve our recordkeeping processes. What practices would you suggest we adopt?

This question can help the interviewer understand your knowledge of recordkeeping processes and how you would implement changes to improve them. Use examples from previous experience or research about best practices in recordkeeping to answer this question.

Example: “I’ve noticed that some departments don’t have a centralized location for their records, which makes it difficult to find information when needed. I think we should create a central repository where all departmental records are stored so they’re easily accessible. This will also allow us to reduce the number of filing cabinets we use, saving money on maintenance costs.”

Describe your experience with using and maintaining physical storage spaces.

This question can help the interviewer determine your experience with organizing and maintaining physical storage spaces. Use examples from previous work to explain how you organized files, folders and other documents in a way that made them easy to find when needed.

Example: “At my last job, I was responsible for filing all of our paper records into specific categories based on their content. For example, I would file all financial records together by client name or company name. This helped me keep track of important information quickly so I could provide accurate reports to management. In addition, I maintained the organization of these files by creating an index system that allowed me to locate any record within seconds.”

What makes you the best candidate for this position?

Employers ask this question to learn more about your qualifications and how you can contribute to their company. Before your interview, make a list of all the skills and experiences that make you an ideal candidate for this role. Focus on highlighting your relevant work experience and any certifications or training you have completed.

Example: “I am passionate about working in a professional environment where I can help others. Throughout my career as a records technician, I have developed strong organizational skills and learned how to use various software programs to complete tasks efficiently. My attention to detail is another skill that has helped me excel in this position, and I would love to continue using these skills to benefit your organization.”

Which records technician job have you held in the past that you enjoyed the most?

This question can help the interviewer learn more about your background and experience as a records technician. You can answer this question by describing which job you enjoyed most, why it was enjoyable and what skills helped you enjoy that job.

Example: “I really enjoyed working at my previous company because of the people I worked with. The team I worked with was always friendly and helpful, and we were able to work together well. We also had fun while we worked, so I felt like our department was a great place to be. Another thing I liked about that job was how much responsibility I was given. My manager trusted me to do my job well, and I appreciated that.”

What do you think are the most important qualities for a records technician to have?

This question can help the interviewer get to know you as a person and see if your personality is a good fit for their company. Use this opportunity to show that you are organized, detail-oriented and dependable.

Example: “I think it’s important for records technicians to be highly organized and detail-oriented because we work with sensitive information all day long. I also believe it’s crucial to have strong communication skills so we can relay any issues or questions to our supervisors. Finally, I feel like being dependable is an essential quality for anyone in this role because we need to ensure that we meet deadlines and provide accurate information.”

How often do you think records should be updated?

This question can help an interviewer determine how you feel about keeping records up to date. It can also show them your knowledge of record-keeping procedures and the importance of accuracy in this role. When answering, it can be helpful to mention a specific situation where you updated records regularly or highlight the importance of doing so.

Example: “I think that records should be updated as soon as possible after they are created. In my last position, I was responsible for updating our employee time sheets every week. This helped me ensure that all employees were recording their hours accurately and that we weren’t paying anyone too much or too little. It also allowed me to notice when someone wasn’t submitting their timesheets on time, which helped us address any issues before they became larger problems.”

There is a discrepancy in the number of employees in a department compared to the number of employees who have signed a waiver form. What would you do?

This question is a great way to test your problem-solving skills and ability to work independently. When answering this question, it can be helpful to explain the steps you would take to solve the issue.

Example: “I would first check that all of the employees who have signed the waiver form are listed in the system as active. If they are, I would then contact the HR manager for help. They may know if there was an employee who left but never officially resigned from their position.”