Purpose:
The Records Management Clerk is responsible for maintaining the integrity, organization, and security of the MCK records.
Ensures that all records, both physical and electronic, are accurately classified, securely stored, and easily accessible when needed.
The position plays a critical role in supporting compliance with legal and regulatory requirements, ensuring efficient document retrieval, and overseeing the proper retention and disposal of outdated records.
Roles & Responsibilities
Records Management
- Scan all paper documents to create digital versions for long-term storage and accessibility.
- Index and classify scanned records to ensure proper organization and easy retrieval.
- Upload digital records to the centralized Records Management repository in a timely and efficient manner.
- Transcribe audio cassettes, floppy disks, and CDs into readable digital formats, ensuring the accuracy and completeness of the transcription.
- Ensures strict adherence to security measures for handling sensitive or confidential information.
- Follows established protocols for document retention, destruction, and retrieval in accordance with company policies and legal requirements.
- Labels and arranges boxes for storage, ensuring each box is clearly marked with relevant details for future retrieval.
- Assists with and arranges for transfers of records to off-site storage and retrieval, and arranges for confidential destruction of records according to retention schedules.
- Assist with assigned records management tasks and projects, and provide administrative support to the Records Management team as needed.
Respond to search requests
- Utilize the ticket system to monitor search requests.
- Operates records management system and responds to requests for documentation by searching within software program, and/or manual records located in MCK Archives and at the off-site storage.
- Completes searches in a timely manner.
- Maintain accurate records of search requests, copies released, and files signed out, and obtain approval from the department as required.
- Collaborates with other departments to fulfill search requests and collect the necessary records.
- Determines day-to-day priorities following established deadlines.
