Records Clerk Onboarding Checklist

Records Clerk Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new Records Clerk starts their role, they can learn about their responsibilities and your company as quickly as possible? Whether you’re keen to use buddy onboarding, want to automate your Administration onboarding experience or just need an onboarding checklist for your new Records Clerk, you’re in the right place. We’ve put together a sample Records Clerk onboarding checklist below and have created onboarding templates & resources to help.

Records Clerk Onboarding Checklist

1. Introduction to company policies and procedures: The records clerk should receive a comprehensive overview of the company’s policies and procedures, including guidelines for record management, data privacy, and security. This task is typically performed by the HR department or a designated supervisor.

2. Familiarization with record management systems: The records clerk should be trained on the specific record management systems used by the company. This includes understanding how to create, organize, retrieve, and update records efficiently. The IT department or a designated trainer usually handles this task.

3. Understanding legal and regulatory requirements: The records clerk should be educated on the legal and regulatory requirements related to recordkeeping in their industry. This includes knowledge of retention periods, data protection laws, and compliance obligations. The legal or compliance department typically provides this training.

4. Introduction to company-specific record categories: Each company may have its own unique record categories and filing systems. The records clerk should be introduced to these categories and understand how to classify and store records accordingly. This task is usually performed by a senior records clerk or a supervisor.

5. Training on document scanning and imaging: In many organizations, records are digitized for easier access and storage. The records clerk should receive training on document scanning and imaging techniques, including the use of scanning equipment and software. The IT department or a designated trainer typically handles this task.

6. Learning about record retention and disposal schedules: The records clerk should be familiarized with the company’s record retention and disposal schedules. This includes understanding when and how records should be disposed of in compliance with legal requirements. The records management department or a designated supervisor usually provides this training.

7. Understanding data privacy and security protocols: Given the sensitive nature of records, the records clerk should be trained on data privacy and security protocols. This includes understanding how to handle confidential information, protect against data breaches, and comply with privacy regulations. The IT department or a designated trainer typically handles this task.

8. Introduction to record retrieval and delivery processes: The records clerk should be trained on the procedures for retrieving and delivering records to various departments or individuals within the company. This includes understanding how to handle requests, track records, and ensure timely delivery. The records management department or a designated supervisor usually provides this training.

9. Familiarization with disaster recovery and business continuity plans: The records clerk should be educated on the company’s disaster recovery and business continuity plans, particularly as they relate to records management. This includes understanding backup procedures, emergency response protocols, and recovery strategies. The records management department or a designated supervisor typically handles this task.

10. Shadowing experienced records clerks: To gain practical experience and learn best practices, the new records clerk should have the opportunity to shadow experienced records clerks. This allows them to observe and learn from their colleagues’ day-to-day tasks, workflows, and problem-solving techniques. This task is typically coordinated by the records management department or a designated supervisor

Setting Up Your Employee Onboarding Process

From reading through the items in the example Records Clerk checklist above, you’ll now have an idea of how you can apply best practices to getting your new Records Clerk up to speed and working well in your Administration team. Scroll up to see the link to our onboarding templates & resources or get in touch to discuss getting help setting up your systems and processes in this area.