If you are good at organizing and storing important information, a career in records management might be a good fit for you. When you work in Records Management, one of your primary responsibilities will be to organize, file, and retrieve information for the benefit of the organization’s management. To help you prepare for a Record Management interview, we have listed the top 30 questions and answers for you to practice.
1. What Exactly Is A Record?
A record can be anything as simple as a document or as complex as the information that characterizes the document when it exists as its independent entity. For instance, an entry in a library catalog (whether on a card or in a computer database) that notes the author, title, and location of the book is just as much of a record as the book itself.
2. What Exactly Is Record Management, Anyway?
Records management is the systematic management of all records and information or data. These were traditionally kept on paper, or more recently on microfilm or fiche, but are now widely kept in electronic systems. The basic concept is the information life cycle, which depicts information going through a succession of stages from creation to final disposition, either through a regulated destruction process or being added to the long-term or permanent record (the archive). Records management is the technique of locating, classifying, accessing, archiving, and, in some cases, controlling the destruction of records.
3. Why Is Records Management Necessary?
Records management aims to guarantee that only the most essential records are kept and that those no longer needed are disposed of promptly following set guidelines and recognized legislation. Records management benefits include more effective administration of your current records (both paper and electronic); decreased/eliminated levels of record-keeping redundancy; lower expenses for records storage equipment and supplies; and more excellent usable office space through eliminating needless file storage. Along with ensuring transparency and availability of data, Records Management also helps institutions stay accountable to their constituents.
4. Define “Records Retention And Disposal Schedule.”
A records retention and disposable schedule is a document that outlines the requirements for the amount of time that a department’s records need to be kept and the acceptable ways of disposal once their life has come to an end. Legislation, regulation, policy, legal precedent, best practice, or an agreement with a third party can be the driving force behind retention and disposal requirements (such as another level of government).
5. Why Is It Necessary To Have A Schedule For The Retention And Destruction Of Records?
A records retention and disposal schedule is a crucial component of any records management system that strives for efficiency and effectiveness. By ensuring that business records are kept for as long as they are needed to meet operational needs and to comply with legal requirements and that they are then disposed of securely, a Records Retention & Disposal Schedule that has been adequately developed and consistently implemented protects the interests of the organization and its stakeholders. This is accomplished by ensuring that the schedule is followed precisely.
6. Should Paper-Based Records Be Handled Any Differently Than Records Kept In Electronic Form?
No, the concepts that underpin records management, such as the production of records, their storage, their identification, and their retrieval, apply in the same manner to electronic and paper records. This indicates that the protocols for handling e-mail and information stored on shared and personal hard drives need to be as robust and thorough as those for handling other types of data.
7. Are You Familiar With The Iso 15489 Standard From The International Organization For Standardization (Iso)?
I am conversant with the requirements of the ISO 15489 standard. During the five years I worked for my former company, we developed our records management system following the needs of the ISO 15489 standard. Because of this, we maintained compliance with state and federal standards about record keeping, which was a significant benefit. Additionally, we discovered that it was less challenging to instruct new workers on how to use our records management system after implementing the ISO 15489 standard.
8. In Record Management, What Are The Many Categories Of Records We Could Save In An Active File?
There are primarily three different kinds of records that could be kept in an active file by me. The first kind of record is known as a temporary record, which refers to any document that needs to be stored for a relatively brief period. These records may comprise receipts or invoices, both of which need to be filed away until they are reconciled with the relevant other documents. Inactive records are another category of record. These documents have been put away in a file but may still need to be accessed at some point in the future. For instance, if someone asks for a document archived in the past, we would have to extract it from the file that is no longer being used.
9. What Exactly Do You Mean When You Talk About The Lifecycle Of A Record In Record Management? Can You Share An Example?
The complete process that a record goes through, beginning with its production and ending with its eventual destruction, is referred to as the lifetime of a record. A record’s lifecycle comprises five stages, which are active, inactive, slated for disposal, disposed of, and permanently kept. For instance, at the previous company where I worked, we had a lot of records that were out of date but had to be kept because of legal requirements. We put the lifecycle into action by putting these documents into our inactive stage so that we could archive them until we required them once more.
10. Tell Me About Your Experience Using The Software For Record Management.
I have worked with various types of records management software throughout my career. At my first employment, I began off using a proprietary system that was straightforward to manage but did not provide many opportunities for personalization. In my second position, we chose an available system off-the-shelf, which allowed us to modify our workflow and add new features as required. I prefer working with adjustable systems since these systems enable me to design workflows tailored to my specific requirements.
11. Please Give An Example Of A Moment When You Were Required To Assist A Colleague In Comprehending The Significance Of Effectively Keeping Records.
My most recent job was as the records manager for an accounting business, and one of my employees was brand new to the organization and didn’t know how to file the paperwork correctly. This was a challenge for me. She frequently misfiled essential documents, which led to delays in the work we did for our clients. After several meetings, she still wasn’t filing correctly, so I decided to follow her during her workday to observe what she was doing incorrectly and figure out how to improve it. I discovered that she was perplexed regarding the file system utilized by the corporation. After I broke it down for her, she got it and started filling out the forms correctly.
12. What Course Of Action Would You Take If You Discovered That One Of Your Workers Was Routinely Incorrectly Filing Records?
In my prior position as a records manager, I had employees who routinely misfiled crucial documents. At first, I attempted to assist them by describing the correct way to file each different kind of document. But they proceeded to make the same mistakes over and over. As a result, I arranged a meeting with them to discuss the situation. During our discussion, I shared with them the news that they would be barred from using the record management system of the organization if they did not significantly improve their filing abilities. They were aware of how crucial it was to keep meticulous records and were willing to participate in additional education.
13. What Would You Do If You Discovered An Employee Using A Paper File System Instead Of The Digital One You Put In Place?
If I saw that one of my workers was keeping paper files instead of digital, I would sit down with them to find out why. Nonetheless, I would make a strategy for them to transition to a digital file system within a specified time frame if they persisted in utilizing paper records. After the time had passed and they still hadn’t complied with the policy, I’d make a note of the problem and bring it up with my boss so we could figure out what to do next.
14. How Do You Perform When You’re Under Pressure?
In my current role as a records manager, I regularly face deadlines that require me to perform under pressure. Because my company was merging with another, I had to consolidate thousands of records from both entities into a single database. It took a while to complete, but I did it all by myself without any problems. Since I am very organized, the merger went down without a hitch.
15. How Comfortable Are You Handling Sensitive Data?
My previous position as a records manager required daily interaction with sensitive data. For instance, we were responsible for maintaining the company’s accounting records, including invoices and payments. We also had to deal with sensitive information like patient names and diagnoses because we kept medical records. Due to my concern for the safety of these documents, I took precautions to prevent unauthorized access to them.
16. In Record Management, How Do You Dispose Of A Document?
Appropriately disposing of records is crucial since doing so helps to prevent sensitive information from falling into the wrong hands. I never forget to adhere to the policy for the disposal of records established by my organization. For example, I recently assisted a client who wanted to get rid of outdated paper files and worked with them on that. Before recycling the papers, we made sure to shred all of them first.
17. There Is A Need For Us To Enhance Our Method Of Records Management. In What Ways Have You Worked To Optimize Processes Before?
When I was the records manager at a modest charity organization, we were always on the lookout for better organization methods for our paperwork. I conferred with the managers of each division to gain insight into their operations and requirements. We have established a new filing system in light of the data I compiled. We could better organize papers with the new system, which cut our search time for specific files in half. Employees could devote less time to look for documents and more time to working as a result.
18. Tell Me About Your Experience With Getting Rid Of Records.
In my previous role as a records manager, I was responsible for all phases of the record-keeping lifecycle. Together with my staff, I devised a document destruction strategy that features an annual evaluation of our facility’s conformity with state standards. We have set up an online form where staff can request that sensitive documents be destroyed. Due to this, we could lessen the number of boxes containing paper records.
19. Please Explain Why You Are The Best Person For This Job.
I am intensely interested in assisting organizations in effectively managing their records. My experience in various fields has equipped me with invaluable knowledge regarding the most successful strategies for individual businesses. For instance, my last place of employment was a small company with few available resources. I devised a method that assisted them in the organization of their records without requiring them to spend an excessive amount of money. Because I am familiar with a wide variety of systems and tactics, I am an excellent candidate for this position.
20. Which Software Applications For Records Management Do You Have The Most Experience With?
I have become familiar with various software packages for managing records throughout my profession. Having worked with FileNet P8 for over five years, I have the most experience with that particular software version. I don’t have any trouble navigating it, and I don’t have any trouble understanding what each feature does. For instance, searching through documents using keywords or phrases rather than having to filter through folders manually is one of my favorite features because it makes finding information so much simpler.
21. What Do You Consider The Most Difficult Aspect Of Being A Records Manager?
The most challenging aspect of managing records is determining when it is necessary to maintain papers for regulatory compliance and when it is acceptable to destroy them. There are several laws and regulations governing the length of time that we must keep records, but there is no way to know which ones apply to every document we produce. My experience has shown that having a plan in place for the organization and storage of all papers can assist me in deciding which ones need to be kept and which can be thrown away.
22. How Frequently Should Outdated Records Be Discarded?
In my previous job, I was responsible for regularly checking state and federal rules to determine the appropriate times to dispose of various records. For instance, certain records were to be preserved for seven years, while others needed to be retained for only three. I would also verify with our information technology department to ensure that none of the documents were required as a component of any electronic database.
23. There’s A Fire, But You Have Some Time To Get Out Or Save What You Can Before It Spreads. So, Tell Me, What Do You Do?
If there were a fire in the building, I would not hesitate to grab my computer and all the files stored on it. After that, I would compile all the necessary hard copies of papers, such as customer information or financial records. After that, I would place them in a box and carry them home with me so they would be protected until I could return to work.
24. Is Records Management Synonymous With Records Storage?
Not at all, yet there is a strong connection between records management and records storage. While storing your data in a secure location and allowing only authorized personnel to access them are essential components of an efficient records management program, they are not the only criteria. The crucial aspects of records management include indexing your information, monitoring the expansion of your retention inventory, and controlling how it is managed.
25. I Want To Hear About A Time When You Messed Up.
At the beginning of my profession, I missed a deadline, which ultimately resulted in us losing somewhat essential records. Although many things led up to this, it was finally my fault because I didn’t pay enough attention. After having that experience, I reflected on it and considered the things that I could have controlled and the things that I would have done differently. It became clear that I was not relatively as well-organized as I had believed I was earlier. After sitting down with my manager and asking for advice on how to enhance my organizing skills, a few months later, I successfully got and kept the records for the whole company systematically.
26. Why Do You Plan To Resign From Your Current Position?
I’m excited to take on the next challenge in my professional life. Even though I enjoyed my coworkers and the projects we were working on, I eventually concluded that I wasn’t being challenged to the same extent as I had previously. Instead of becoming overly accustomed to my current situation, I’ve chosen to look for work that will allow me to develop further.
27. Please Describe The Ideal Working Conditions For You.
The atmosphere that I work in at the moment is one that I enjoy. Because my boss trusts me to get my work done, I have a lot of leeway in scheduling and prioritizing my work, which is very important to me. My manager is an excellent resource and is always prepared to lend a helping hand if I have a problem. Everyone has their cubicle, so it’s typically relatively quiet to get our work done. However, we still get a lot of opportunities to bounce ideas off of each other because we all eat lunch together, and our team has a lot of check-in meetings and frequently interacts via Slack. Therefore, I enjoy working independently as well as in more collaborative settings.
28. What Activities Do You Enjoy Doing When You’re Not At Work?
I have a fierce love for food. My friends and I make it a point to try out any new eateries in the area as soon as they open, and the more unique the menu, the better. Learning about different foods and cuisines is one of my favorite things to do, and it’s also a fun pastime with friends. It’s a fun way to make sure we keep in touch and share experiences even when we’re busy with other things, so I try to get out with the same group at least once a week. We went on a trip to New York City, where we stayed in a different city section each night and bought food to split at several other places.
29. What Excites And Motivates You The Most?
Knitting is one of my favorite ways to pass the time because I enjoy the challenge of fashioning something lovely out of nothing. Knitting involves a lot of patience, a sharp eye for detail, and a lot of concentration. Fortunately, working as a records manager has helped me develop both characteristics.
30. What Are Some Of Your Pet Peeves?
It irritates me when an office’s schedule is highly unorganized because, in my experience, disorganization can lead to confusion, which can lower the team’s motivation. This is why it concerns me when an office’s schedule is disorganized. As someone who enjoys having everything in its proper place, I do my best to keep my team on track while allowing some leeway and adaptability.
Conclusion
Any company can dramatically enhance the quality of its record-keeping if its personnel internalize these responses and keep them front and center. Therefore, good luck with your interview!
