Records Management Assistant

The Records Management Assistant supports the orderly handling of organizational records throughout their active and inactive stages. This position helps maintain filing systems, manage document movement, and ensure that records can be retrieved when authorized staff need them.

Core Responsibilities

• Classify records according to the organization’s filing and retention system.
• Assign appropriate file references, labels, or identification numbers to records.
• Place newly received records into their designated physical or digital locations.
• Track the movement of files between departments or authorized personnel.
• Retrieve archived records in response to approved requests.
• Prepare older records for transfer, retention, or authorized disposal.
• Maintain indexes that help staff locate specific files efficiently.
• Identify misplaced files and return them to their proper locations.
• Assist with periodic reviews of storage areas and record inventories.
• Update tracking logs when records are moved, archived, returned, or retired.
• Support the preparation of records for audits or internal document reviews.

Required Skills

• Understanding of basic filing and record-keeping practices.
• Strong organizational ability.
• Comfortable working with digital folders and physical filing systems.
• Good ability to follow classification and retention procedures.
• Careful handling of confidential or restricted documents.
• Ability to locate information efficiently within structured filing systems.
• Basic computer skills, including document and spreadsheet applications.

Work Standards

• Keep filing locations orderly and easy to navigate.
• Maintain accurate movement and location records for assigned files.
• Follow company policies regarding retention and authorized disposal.
• Protect records from unauthorized access or unnecessary exposure.
• Handle both routine and urgent retrieval requests responsibly.

Ideal Candidate

The ideal candidate should be systematic, trustworthy, and comfortable working with organized filing environments. Someone who enjoys maintaining order, tracking documents, and ensuring records remain accessible will perform well in this position.