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Records Adviser

Kaiwhakahaere Kōnae

Alternative titles for this job

Records advisers set up and monitor electronic and paper systems so staff in their organisations can file, track, find and correctly dispose of records. They also help staff with filing enquiries.

Pay

Records advisers with one to five years' experience usually earn

$38K-$52K per year

Records advisers in senior roles and with more than five years' experience usually earn

$60K-$100K per year

Source: Hays, '2016 Hays Salary Guide', 2016.

Job opportunities

Chances of getting a job as a records adviser are average for those wanting to enter the role, but good for those with experience.

Pay

Pay for records advisers varies depending on their experience and skills.

  • Records advisers with one to five years' experience usually earn between $38,000 and $52,000 a year.
  • Senior records managers in large organisations, with experience and qualifications, may earn $60,000 to $80,000.
  • Records managers earn up to $100,000.

Source: Hays, '2016 Hays Salary Guide', 2016.

(This information is a guide only. Find out more about the sources of our pay information)

What you will do

Records advisers may do some or all of the following:

  • develop and maintain classification structures, systems and policies for electronic or paper-based records systems
  • file, track, retrieve, review and dispose of records
  • educate and support staff in good record-keeping
  • audit record-keeping systems to ensure they are working properly
  • ensure their organisation's record-keeping complies with standards and laws such as the Public Records Act
  • manage staff
  • lead projects to turn paper records into electronic ones (digitisation).

Skills and knowledge

Records advisers need to have:

  • knowledge of the laws relating to record-keeping
  • knowledge of the organisation they work for
  • analysis and reporting skills.

Working conditions

Records advisers:

  • work in offices, and may have to travel to records storage sites
  • usually work regular office hours, but may have to work outside these times when doing yearly records audits
  • may work part time.

What's the job really like?

Ling Chen

Ling Chen

Senior Information and Records Management Analyst

Information gives life to an organisation

“Information is the blood of the organisation”, according to senior information and records management analyst Ling Chen.

“Records advisers manage information. Information management is ensuring that the right people get the right information at the right time to make the right decisions.”

Getting into records management

“I have an IT background. This helps me to understand the changes and impacts of using new technology for managing information. I also worked as a librarian, which helped me to understand how information is organised. I did an MA in Information Studies. From there, I shifted my focus to records management.

“I did an internship in records management at the Ministry of Education. It involved performing basic tasks, such as physically filing information. This helped me to understand the concepts around records management, and also better understand the business processes and how the government works.”

You need to understand the legislation

“In my current role I need to have a good understanding of information-related legislation, for example, the Privacy Act, the Public Records Act, and the Copyrights Act. I ensure that my department is complying with legal requirements.

“When you start out in records management, it is expected that you will at least have an understanding of the Public Records Act and the Official Information Act.”

Entry requirements

There are no specific requirements for becoming a records adviser, but employers tend to prefer people with records management experience and/or qualifications.

There are a number of ways to get the relevant qualifications.

Secondary education

Most employers require you to have NCEA Level 3.

Personal requirements

Records advisers need to be:

  • patient 
  • logical, with an ability to recognise patterns
  • skilled with computers and have a good understanding of information technology
  • able to keep information private
  • able to think on their feet and identify alternative solutions
  • persuasive and persistent, with good communication, negotiation and facilitation skills
  • able to work alone and with a broad range of people, and possess good judgement
  • skilled at planning and organisation, with a good memory for detail.

Useful experience

Useful experience for records advisers includes:

  • work in archives
  • work in document storage
  • work in information management
  • work in information technology (IT)
  • work as a librarian.

Find out more about training

ARANZ - Archives and Records Association of New Zealand
www.aranz.org.nz
Records and Information Management Professionals Australasia
0800 400 625 - kate.walker@rimpa.com.au - www.rimpa.com.au
Check out related courses

What are the chances of getting a job?

Legal requirements mean demand for experienced records advisers

The law requires government departments and other public sector organisations, such as district health boards and education providers, to keep certain records. Private companies are also legally required to keep some types of records. This means there is steady demand for experienced records advisers. 

Finding records adviser vacancies

Most employers want experienced staff, so many records advisers jobs are only advertised on the websites of the two New Zealand professional bodies for records staff:

  • Archives and Records Association of New Zealand (ARANZ)
  • Records and Information Management Professionals Australasia (RIM Professionals Australasia).

If you don't have experience, your best chance of getting work is to apply for temporary positions in records. For example, government agencies regularly hire people on short-term contracts to do records work.

Types of employers varied

Records advisers may work for:

  • government agencies
  • legal firms
  • universities and polytechnics
  • private businesses.

Sources

  • Hays, '2016 Hays Salary Guide', 2016, (www.hays.net.nz).
  • Siatiras, K, information and records management consultant, Siatiras Consulting Limited, Careers New Zealand interview, July 2016.

(This information is a guide only. Find out more about the sources of our job opportunities information)

Progression and specialisations

Records advisers may progress into knowledge and information management roles and senior management positions.

Alice Phillips talking with a colleague at a table

Records advisers set up and monitor electronic and paper systems

Last updated 1 July 2019