Records Management Analyst Onboarding Checklist

Records Management Analyst Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new Records Management Analyst 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 Management Analyst, you’re in the right place. We’ve put together a sample Records Management Analyst onboarding checklist below and have created onboarding templates & resources to help.

Records Management Analyst Onboarding Checklist

1. Introduction to company policies and procedures: The new Records Management Analyst should receive a comprehensive overview of the company’s policies and procedures related to records management. This task is typically performed by the Human Resources department or the immediate supervisor, who will explain the importance of adhering to these guidelines to ensure compliance and efficient record-keeping practices.

2. Familiarization with the company’s record management system: The new analyst should be introduced to the company’s record management system, including any software or tools used for organizing and tracking records. This task is usually performed by the IT department or a designated records management team member who will provide training and guidance on how to navigate and utilize the system effectively.

3. Understanding the company’s record retention schedule: The Records Management Analyst should be provided with a copy of the company’s record retention schedule, which outlines the specific timeframes for retaining different types of records. This task is typically performed by the Records Management department or a designated records management specialist who will explain the rationale behind the retention periods and answer any questions the new analyst may have.

4. Training on records classification and indexing: The new analyst should receive training on how to classify and index records accurately. This task is usually performed by the Records Management department or a designated records management specialist who will explain the classification system used by the company and provide examples to ensure the analyst understands how to categorize and index records appropriately.

5. Introduction to document destruction procedures: The new analyst should be familiarized with the company’s document destruction procedures, including the proper methods for disposing of records that have reached their retention period. This task is typically performed by the Records Management department or a designated records management specialist who will explain the importance of secure document destruction and any legal requirements that must be followed.

6. Collaboration with other departments: The new analyst should be introduced to key personnel in other departments who may be involved in the records management process, such as legal, compliance, or IT departments. This task is usually performed by the Records Management department or the immediate supervisor, who will facilitate introductions and explain the roles and responsibilities of each department in relation to records management.

7. Review of relevant laws and regulations: The new analyst should receive training on the laws and regulations that govern records management in their industry, such as data protection laws or industry-specific compliance requirements. This task is typically performed by the Records Management department or a designated compliance officer who will provide an overview of the legal landscape and ensure the analyst understands their obligations.

8. Shadowing experienced Records Management Analysts: The new analyst should have the opportunity to shadow experienced Records Management Analysts to observe their day-to-day tasks and gain practical insights into the role. This task is usually arranged by the Records Management department or the immediate supervisor, who will pair the new analyst with experienced colleagues and encourage knowledge sharing.

9. Review of existing records management practices: The new analyst should conduct a thorough review of the company’s existing records management practices to identify any areas for improvement or potential risks. This task is typically performed by the new analyst themselves, with guidance and support from the Records Management department or a designated records management specialist.

10. Creation of a records management training program: The new analyst may be tasked with developing a records management training program for employees across the company. This task is typically performed by the Records Management department or the immediate supervisor, who will provide guidance and support in designing the program and ensuring it meets the company’s needs.

11. Ongoing professional development: The new analyst should be encouraged to participate in relevant professional development opportunities, such as attending conferences, webinars, or workshops related to records management. This task is typically supported by the company’s HR department or the immediate supervisor, who will provide information on available opportunities and allocate resources for the analyst’s continued growth in the field

Setting Up Your Employee Onboarding Process

From reading through the items in the example Records Management Analyst checklist above, you’ll now have an idea of how you can apply best practices to getting your new Records Management Analyst 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.