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How to Become A Records Officer

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What is a Records Officer

A Records Officer keeps an organisation’s information safe, organised, and easy to find. They build and run record systems that cover everything from digital files to physical documents. It’s a vital role in government, business, healthcare, and many other sectors.

Each day, Records Officers sort and catalogue files. They set up access rules and make sure records are kept or deleted at the right time. They work with both paper and digital formats, often using systems like EDRMS. They also train staff on how to use those systems correctly.

Protecting confidential data is a big part of the job. Records Officers decide who can access which files and set the rules for handling sensitive information. This keeps the organisation compliant with privacy laws.

With more organisations moving to digital records, this career is growing. Jobs are found in government, hospitals, schools, legal firms, and many other workplaces. If you like detail, order, and working with information, this could be a great career for you.

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Career Outlook for Records Officer

Records Officers in Australia have a stable and growing career outlook. Around 2,100 people work as Records Managers nationally (Jobs and Skills Australia, 2021 Census). About 70% of the workforce is female, and the median age is 47. There is real room for young people to enter and grow in this field.

Most Records Officers work full-time, averaging 39 hours per week (Jobs and Skills Australia, 2021 Census). The average annual salary is around $85,000 (SEEK, 2026). With experience and further study, senior or managerial roles pay well above the average. Records Managers in government can earn up to $100,000 or more.

As organisations move more of their operations online, the need for skilled Records Officers keeps growing. Government, healthcare, education, and corporate sectors all need professionals who can manage digital and physical records. If you like working with information and enjoy order and detail, this is a career with real long-term potential.

On this Article

Introduction

Average Salaries

Resources

Steps to Become a Records Officer

Step 1: Complete Year 10 or Higher at School

Most entry-level Records Officer roles ask for at least Year 10. Year 12 is preferred and makes your application stronger. English, IT, and Business Studies are helpful subjects for this career.

Step 2: Complete the Certificate IV in Business (Records and Information Management) BSB40120

Enrol in the Certificate IV in Business (Records and Information Management) (BSB40120) at a TAFE or RTO. This takes 12 to 18 months full-time. It covers records sorting, digital file management, privacy, and cataloguing. It is the most direct path into Records Officer roles. RIMPA Global also delivers this course.

Step 3: Get Work Experience in Admin or Records Roles

Look for entry-level work as an admin officer, records assistant, or data entry clerk. Hands-on use of EDRMS tools like Content Manager or TRIM is highly valued. Six to twelve months in a support role builds the base most employers want.

Step 4: Build Your Digital Records Skills

Learn to use common EDRMS tools and get to know digital records rules. The National Archives of Australia has free guidance on information management. Short courses through RIMPA Global can help you pick up these skills quickly.

Step 5: Join RIMPA Global and Grow Your Network

Join RIMPA Global, the peak body for records and information professionals in Australasia. Members get access to industry events, training, and a network of peers. Being active in RIMPA can strengthen your job applications and keep your skills current.

Step 6: Apply for Records Officer Roles and Advance

Apply for Records Officer roles in government, health, legal, education, or business sectors. With time, you can move into senior officer, team leader, or Records Manager roles. A diploma or degree in information management can help you move up to manager level.

What does a Records Officer do?

A Records Officer keeps an organisation’s information in order day to day. They design and run systems for storing, retrieving, and disposing of both digital and physical records. Key tasks include cataloguing files, setting access controls, and making sure records are kept or destroyed at the right time. They also advise staff on correct record-keeping practice. This helps the organisation meet its legal obligations around data retention and privacy. It’s a hands-on role with real impact on how well an organisation runs.

Tasks

A Records Officer manages the records and information systems that keep an organisation running smoothly. From digital databases to physical files, they make sure information is captured, stored, and accessible. This is a detail-focused role with strong career potential across both public and private sectors.

  • Manage central records systems – Keep the central records system organised and make information easy to access and retrieve.
  • Analyse record-keeping needs – Work out what records the organisation must keep and build the right systems to manage them.
  • Maintain record management systems – Keep digital and manual systems current, accurate, and in working order.
  • Control access to confidential information – Set procedures for who can view sensitive files and ensure those rules are followed.
  • Develop cataloguing and classification systems – Create and monitor coding and classification systems so records can be found quickly.
  • Prepare record-keeping procedures – Write clear guidelines for how long records are kept and how they are safely destroyed.
  • Train and support staff – Help colleagues understand how to use record systems correctly and follow the right procedures.
  • Evaluate and preserve records – Review records for their legal or historical value and protect those that must be kept.

Skills for Success

To thrive as a Records Officer, you need a sharp eye for detail and good organisational skills. You’ll work with both digital and physical records, so IT skills are a must. A basic knowledge of records management systems like Content Manager or TRIM is a real plus.

Communication matters too. You’ll train colleagues, write procedures, and work with different teams across the organisation. Being able to explain technical processes in plain language is a skill employers value highly.

An understanding of privacy laws and compliance frameworks helps you handle sensitive information safely. The more you learn about data governance, the more valuable you become to any organisation. RIMPA Global offers training and events that can sharpen these skills early in your career.

Skills & Attributes

  • Attention to Detail
  • Organisational Skills
  • Analytical Thinking
  • Written and Verbal Communication
  • IT and EDRMS Proficiency
  • Knowledge of Privacy and Compliance Law
  • Records Classification and Cataloguing
  • Data Governance
  • Ability to Manage Confidential Information
  • Teamwork and Collaboration
  • Adaptability to New Technologies
  • Time Management
  • Problem-Solving
  • Project Management
  • Research Skills

Average Salaries

Records Officers in Australia earn an average of around $85,000 per year (SEEK, 2026). Entry-level roles in government typically start around $65,000. With experience and specialist skills, senior Records Officers can earn up to $100,000 or more.

min $65 K

max $100 K

av $85 K

About the author

Laura Atkinson - Course Finder Groups
Laura Atkinson

Laura Atkinson is an Account Management and SEM specialist at Course Finder Group with six years' experience in the Australian education sector. She works day to day with universities, TAFEs and independent training providers, which gives her a close view of how courses map to real career outcomes. She writes practical guidance on career pathways, choosing the right qualification and what to expect when moving into a new field.