Records Management Technician

Job Overview

Job Category

Business and Operations Support

Sectors

Education

Environment

Office only

About This Career

Know someone who likes things neat and organized? Who helps people find the information they need? Then they may want to consider opening a file on a career as a Records Management Technician. These individuals keep track of all the important documents—from legal contracts and regulatory approvals to engineering drawings, maps and photos— that an oil and gas company receives and creates a day.

Oil and gas companies generate and receive a vast number of documents ranging from legal contracts and regulatory approvals to engineering drawings, maps and photos. All these records require filing and retrieval systems to ensure accurate and timely information is available to support business decisions.

Records Management Technicians set up, operate and maintain systems for collecting, classifying, retrieving and saving electronic and physical records. They support information management in their company by responding to access requests from across the organization. These technicians also protect critical documents from inappropriate access and dispose of data and information that is no longer required.

In large organizations, a Records Management Technician may work within a team with responsibilities divided among several records and IT technicians. Senior technicians often become managers within the function. In smaller organizations, Records Management Technicians may work alone and may be tasked with additional IT, data entry or administrative duties.

When you start in this occupation activities may include:

Finding and retrieving records in response to information requests.
Consolidating and converting new files into the company’s standard format.
Entering data into the company’s records management database.
Processing records/boxes from field offices that have been forwarded to offsite storage for archiving.

As you advance you may take on additional tasks including:

Liaising with other departments and building relationships to ensure there is a coordinated approach and cost-effective process in the management of records.
Coordinating and managing processes to assure records are appropriately distributed, stored, and archived in compliance with internal and regulatory requirements.
Assisting in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.

Education

Typically a minimum two-year post-secondary diploma related to records management, library studies or archives management is required.
It is possible to transfer into this role with experience within a company and significant administrative management experience.

Certifications

Certification is not required as there is no legislation that regulates this occupation currently.

Additional Requirements

Experience with databases is an asset
Strong computer literacy including proficiency in Microsoft Word, Excel and PowerPoint
Specific health and safety certifications may be required, determined by location of work and company requirements

Records Management Technicians need to be analytical thinkers who are organized, methodical and discrete. They also should have strong communication skills, attention to detail and computer literacy including proficiency in Microsoft Word, Excel and PowerPoint.