Records Supervisor Onboarding Checklist

Records Supervisor Onboarding Process

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

Records Supervisor Onboarding Checklist

1. Introduction to company policies and procedures: The new Records Supervisor should be provided with a comprehensive overview of the company’s policies and procedures related to record management. This task is typically performed by the Human Resources department or a designated supervisor.

2. Familiarization with record management software: As a Records Supervisor, it is crucial to become proficient in the company’s record management software. This task involves training sessions or self-guided tutorials provided by the IT department or a designated software trainer.

3. Understanding the company’s record retention schedule: The new Records Supervisor should be educated on the company’s record retention schedule, which outlines how long different types of records should be retained before disposal. This task is typically performed by the Compliance or Legal department.

4. Introduction to the company’s filing system: The new Records Supervisor should be given a detailed explanation of the company’s filing system, including how records are organized, labeled, and stored. This task is usually performed by a senior Records Supervisor or a designated trainer.

5. Training on record retrieval and delivery processes: The new Records Supervisor should receive training on how to efficiently retrieve and deliver records to employees or external parties when requested. This task is typically performed by a senior Records Supervisor or a designated trainer.

6. Familiarization with record security protocols: It is essential for the new Records Supervisor to understand the company’s record security protocols, including access control, encryption, and disaster recovery procedures. This task is typically performed by the IT department or a designated security officer.

7. Introduction to record disposal procedures: The new Records Supervisor should be educated on the company’s record disposal procedures, including shredding, recycling, or archiving records. This task is typically performed by the Compliance or Legal department.

8. Understanding legal and regulatory requirements: The new Records Supervisor should be provided with an overview of the legal and regulatory requirements related to record management, such as data protection laws or industry-specific regulations. This task is typically performed by the Compliance or Legal department.

9. Collaboration with other departments: The new Records Supervisor should be introduced to key personnel in other departments, such as Legal, Compliance, IT, or Operations, to foster collaboration and ensure a smooth workflow. This task is typically performed by the supervisor or a designated liaison.

10. Shadowing experienced Records Supervisors: To gain practical knowledge and insights, the new Records Supervisor should have the opportunity to shadow experienced Records Supervisors, observing their daily tasks and responsibilities. This task is typically arranged by the supervisor or a designated mentor.

11. Reviewing existing record management processes: The new Records Supervisor should review the existing record management processes to identify any inefficiencies or areas for improvement. This task is typically performed in collaboration with the supervisor or a designated process improvement team.

12. Creating a training manual or guide: The new Records Supervisor should be tasked with creating a comprehensive training manual or guide for future onboarding of Records Supervisors. This task is typically performed by the new Records Supervisor with input from the supervisor or a designated trainer.

13. Attending relevant industry conferences or seminars: To stay updated with the latest trends and best practices in record management, the new Records Supervisor should be encouraged to attend relevant industry conferences or seminars. This task is typically arranged by the supervisor or the company’s professional development department.

14. Establishing relationships with external vendors: The new Records Supervisor should be introduced to external vendors or service providers that the company collaborates with for record management, such as document storage facilities or shredding companies. This task is typically performed by the supervisor or a designated liaison.

15. Ongoing professional development: The new Records Supervisor should be encouraged to engage in ongoing professional development activities, such as attending webinars, obtaining certifications, or joining industry associations. This task is typically supported by the supervisor or the company’s professional development department

Setting Up Your Employee Onboarding Process

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