A Day in the Life of a Records Management Technician: Roles and Responsibilities

14 November 2025

7 min read

Records Management Technicians plays an important role in keeping businesses efficient, organized and compliant-but that doesn't mean it's always being noticed. Meet the organization's established policies for storing, accessing, and disposing of physical and electronic records, as well as ensuring that records management policies are followed and maintained properly and legally to ensure the organization runs smoothly.

In our diploma program Diploma in Records Management Technician, at OptionTrain College of Management & Technology in Mississauga, Ontario, students are taught the skills and techniques of managing records in various media types. But what is it like to work as a Records Management Technician? Let's break it down in this blog.

The Significance of a Records Management Technician

Before we get into the day-to-day responsibilities, it's important to know why Records Management Technicians are so important. They are the gate keepers of information in an organization. Their work helps businesses to meet laws and regulations surrounding data protection, ensure that important files are correctly filed and are easily accessible, and that sensitive information is stored securely and disposed of appropriately when it is no longer needed.

Their responsibilities cover many different tasks from working offline with filing cabinets and physical documents to working online with digital files and complex digital filing systems. The following are the common tasks they perform during a typical day.

1. Morning: Organizing and Filing Physical Documents

A Records Management Technician normally starts their day by reviewing the incoming documents which need to be processed and filed. For organizations that still rely heavily on paper-based records, this is an important task. It might involve:

Sorting and Categorizing Paperwork:

The first step is often sorting documents that arrived, whether they be an invoice, contracts, a client file or other files etc. The technician sorts them according to the company's record keeping policy this might include such categories as "financial," "personnel," or "legal" documents.

Filing Paper Records:

After being sorted, documents must be filed in the right place, either in a filing cabinet, a storage box, or a file room. This involves an understanding of file classification systems such as the alphabetical, numerical, or chronological filing systems.

Labeling and Indexing:

All files must be properly labelled so that they can be retrieved easily. Often Records Management Technicians develop or revise index systems to make records easily locatable. This might include the creation of metadata for files such as the creation date of a document, subject, or relevant client name.

Physical File Retrieval:

Occasionally the technician will be asked to pull records out of storage for employees or clients. This calls for familiarity with the storage system and the ability to access the required files quickly and efficiently.

2. Mid-Morning: Digitizing and Managing Digital Files

As organizations become more and more digital, a large percentage of a Records Management Technician's Day is spent dealing with electronic records. As files have moved from paper to digital formats, storage of files is more efficient, but it needs to be carefully organized and managed. A typical mid-morning can include:

Scanning and Digitizing Paper Records:

Often, records entered in a physical format have to be scanned and converted into digital formats such as PDF. The technician makes sure that the scanned file is clear and free from any error and is readable.

Uploading to Document Management Systems:

After the documents are scanned, they are uploaded into a document management system (DMS) or electronic records management system (ERMS). A file storage system, software, and retrieval system is an important aspect of the technician's job because the software offers a searchable database from which employees can retrieve files without having to search through file cabinets.

Creating and Updating Digital Indexes:

Similar to physical records, digital records must be properly indexed. The technician may use software to tag digital files with certain keywords or metadata in order to make them easily retrievable based on specific search criteria such as document type, project number, or client name.

Maintaining Digital Security:

Security is a major part of digital file management. In addition, technicians make sure that files are correctly encrypted and access is restricted. They can implement controls to allow only authorized staff to access sensitive records.

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3. Afternoon: Ensuring Compliance and Record Retention

A big part of a Records Management Technician's Day is to ensure that records are properly maintained according to the law. This aspect of the job is to ensure that the organization remains compliant with the industry regulations pertaining to data storage, retention and disposal. Duties for this area may involve:

Reviewing Retention Schedules:

Different types of records need to be held for different periods of time as required by legal and regulatory requirements. The technician must examine retention schedules to find out whether records should be maintained, archived or destroyed. This could include checking company policies for tax records, employee files, contracts or customer information.

Archiving Records:

For unused records which have not been put out of use but must be held for compliance purposes, the technician will transfer them to external storage or long-term archiving solutions. These records are often transferred to a secured environment where it will be in line with retention policies.

Destruction of Records:

Once the retention period is over, the documents that are no longer required will need to be disposed of. Records Management Technicians shred or digitally destroy records to prevent unauthorized access. This is especially important for dealing with sensitive or confidential information such as client records and financial documents.

4. Late Afternoon: Assisting with Records Retrieval and Reports

The last part of technician's day will typically include working with other departments or offering support to colleagues needing to access particular records. Activities that may be performed during this time are as follows:

Assisting with Record Requests:

Employees or managers may require certain records for different businesses. The technician will help to retrieve and deliver these files - whether they are paper-based or digital in nature.

Generating Reports:

Records Management Technicians may also be responsible for generating regular reports about the organization's records management activities. This could be reports on how many records have been archived or destroyed, how long documents have been retained or compliance checks.

Maintaining System Updates:

At the end of the day, the technician ensures that all records are properly logged, updated and any tasks related to records keeping are completed. They may also have to conduct regular audits of physical or digital records to ensure their compliance with internal and external standards.

Conclusion

The role of a Records Management Technician is varied and is central to the smooth running of any organisation. From archiving physical files to digital records management and the organization of compliant data protection legislation, a Records Management Technician is a key task force in the management of an organization's information flow. Organization, attention to detail and technology expertise - skills that students acquire by pursuing the Diploma in Records Management Technician program at OptionTrain College.

By having the ability to handle both paper and digital documents using the tools and strategies used to manage these records appropriately, students are set up to contribute this necessary element in any number of key fields, from healthcare and finance to government and education. If you are interested to become a skilled and highly sought out professional in the world of records management (as most of us do today) be sure to come to OptionTrain College to check out our program offerings today!