How to become a Records Officer

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.

Personal requirements for a Records Officer

  • Good planning and organisational skills
  • Good problem-solving skills
  • Good communication skills
  • Able to work as part of a team
  • Attention to detail

Education & Training for a Records Officer

To become a records officer, you usually have to complete a VET qualification. 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. 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.

Duties & Tasks of a Records Officer

Records officers:

  • 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 the duration 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.

Tasks

  • Maintains computerised and other record management systems and record forms, and advises on their usage..
  • Controls access to confidential information, and recommends codes of practice and procedures for accessing records..
  • Develops record cataloguing, coding and classification systems, and monitoring their use..
  • Analyses the record-keeping needs of organisations, and translates these needs into record management systems..
  • Manages organisations' central records systems..

Working conditions for a Records Officer

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.


Employment Opportunities for a Records Officer

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.


Specializations

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.

  • Average age
    Average age
    46 years
  • Future Growth
    Future Growth
    Decline
  • Gender Share
    Gender Share
    65% female
  • Average full-time
    Average full-time
    40 hours
  • Weekly Pay
    Weekly Pay
    $1,812
  • Skill level rating
    Skill level rating
    Very high skill
  • Unemployment
    Unemployment
    Lower unemployment
  • Full-Time Share
    Full-Time Share
    79% Full-Time
  • Employment Size
    Employment Size
    2,000 workers
  • Employment Size
    Employment by state
    ACT: 7.0%
    NSW: 24.6%
    NT: 2.1%
    QLD: 13.9%
    SA: 9.0%
    TAS: 2.1%
    VIC: 25.0%
    WA: 16.3%
  • Employment Size
    Age brackets
    15-19: 0.4%
    20-24: 3.7%
    25-34: 18.8%
    35-44: 23.8%
    45-54: 27.2%
    55-59: 12.8%
    60-64: 9.2%
    65 and Over: 4.2%
  • Employment Size
    Education level
    Advanced Diploma/Diploma: 19%
    Bachelor degree: 21.8%
    Certificate III/IV: 14.6%
    Post Graduate/Graduate Diploma or Graduate Certificate: 17.9%
    Year 10 and below: 6%
    Year 11: 3.4%
    Year 12: 17.3%
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