Records Manager Onboarding Checklist

Records Manager Onboarding Process

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

Records Manager Onboarding Checklist

1. Introduction to company policies and procedures: The new Records Manager should be provided with a comprehensive overview of the company’s policies and procedures related to records management. This includes understanding the company’s document retention and disposal policies, as well as any legal or regulatory requirements that need to be adhered to. The Human Resources department or a designated supervisor would typically perform this task.

2. Familiarization with the company’s recordkeeping systems: The new Records Manager should be introduced to the various recordkeeping systems used within the company. This includes electronic document management systems, physical filing systems, and any other tools or software utilized for records management. The IT department or a designated records management team member would typically handle this task.

3. Training on records management best practices: The new Records Manager should receive training on industry best practices for records management. This includes understanding the principles of classification, indexing, and retrieval of records, as well as proper handling and storage techniques. The company’s designated records management team or a senior Records Manager would typically provide this training.

4. Introduction to key stakeholders: The new Records Manager should be introduced to key stakeholders within the company who are involved in records management processes. This includes department heads, legal counsel, compliance officers, and IT personnel. These individuals play a crucial role in ensuring effective records management, and their collaboration is essential for the Records Manager’s success. The supervisor or a designated team member would typically facilitate these introductions.

5. Review of existing records management practices: The new Records Manager should conduct a thorough review of the company’s existing records management practices. This involves assessing the current state of records management, identifying any gaps or areas for improvement, and developing strategies to enhance efficiency and compliance. The Records Manager would typically perform this task with the support of the records management team.

6. Development of records management policies and procedures: Based on the review conducted, the new Records Manager should collaborate with relevant stakeholders to develop or update records management policies and procedures. This includes creating guidelines for record creation, retention, retrieval, and disposal, as well as establishing protocols for records security and privacy. The Records Manager, in coordination with legal counsel and department heads, would typically lead this task.

7. Implementation of records management training programs: The new Records Manager should develop and deliver training programs to educate employees on records management best practices. This includes conducting workshops, creating training materials, and providing ongoing support to ensure employees understand their roles and responsibilities in records management. The Records Manager, in collaboration with the training department, would typically perform this task.

8. Establishment of records management metrics and reporting: The new Records Manager should establish metrics and reporting mechanisms to monitor the effectiveness of records management practices. This involves defining key performance indicators (KPIs), implementing tracking systems, and generating regular reports to assess compliance, efficiency, and risk mitigation. The Records Manager, in collaboration with the IT department, would typically handle this task.

9. Collaboration with IT for electronic records management: The new Records Manager should work closely with the IT department to ensure the effective management of electronic records. This includes establishing protocols for electronic document storage, backup, and disaster recovery, as well as implementing security measures to protect sensitive information. The Records Manager, in collaboration with the IT department, would typically perform this task.

10. Ongoing monitoring and improvement of records management practices: The new Records Manager should continuously monitor and evaluate the company’s records management practices to identify areas for improvement. This involves conducting regular audits, soliciting feedback from stakeholders, and implementing corrective actions as necessary. The Records Manager, in collaboration with the records management team, would typically handle this task

Setting Up Your Employee Onboarding Process

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