Top 10 Questions for Records Custodian Interview

1. What records management systems or software have you used in the past?

• Documentum
• FileNet
• SharePoint
• Laserfiche
• Box

2. What are the essential steps involved in developing a retention schedule?

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• Identify records that need to be kept
• Determine how long each type of record needs to be kept
• Establish rules for disposing of records

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• Develop a written retention schedule
• Get approval for the retention schedule
• Implement the retention schedule
• Monitor the retention schedule and make changes as needed

3. What experience do you have in managing and preserving electronic records?

• Developed and implemented an electronic records management system
• Managed the migration of electronic records to a new system
• Trained staff on the use of the electronic records management system
• Preserved electronic records in accordance with legal and regulatory requirements

4. What security measures have you implemented to protect records from unauthorized access?

• Access control
• Encryption
• Authentication
• Disaster recovery

5. What is your experience in providing customer service and support?

• Answered questions about records management and preservation
• Assisted customers with accessing and retrieving records
• Resolved customer complaints

6. What are your goals as a Records Custodian?

• To ensure the efficient and effective management of records
• To protect records from unauthorized access and destruction
• To provide excellent customer service and support
• To stay up-to-date on the latest records management technologies and best practices

7. What challenges do you think you will face as a Records Custodian?

• The increasing volume of records
• The need to comply with complex records management regulations
• The need to protect records from unauthorized access and destruction

8. How do you stay updated on the latest records management technologies and best practices?

• Read industry publications
• Attend conferences and workshops
• Network with other records management professionals

9. What are your strengths and weaknesses as a Records Custodian?

• Strengths
• Organized and detail-oriented
• Knowledge of records management principles and practices
• Excellent communication and interpersonal skills

• Weaknesses
• Limited experience with some records management technologies
• Can be a bit of a perfectionist at times

10. Do you have any questions for me?

• What is the biggest challenge facing the organization in terms of records management?
• What are the organization’s goals for records management in the next year?
• What opportunities are there for professional development and growth within the organization?

Records Custodians are responsible for maintaining and organizing physical and digital records for various organizations. Their key responsibilities include:

1. Records Management

Maintaining a centralized system for storing, organizing, and retrieving records efficiently.

• Implementing retention schedules to ensure proper record-keeping practices.
• Organizing records using classification systems and indexing them for easy retrieval.

2. Record Retention and Disposal

Ensuring compliance with legal and regulatory requirements for record retention periods.

• Adhering to established policies and procedures for secure disposal of records when retention periods expire.
• Monitoring and updating records retention schedules to maintain compliance.

3. Access Control and Security

Maintaining the confidentiality and integrity of records by implementing security measures.

• Controlling access to records and implementing access restrictions based on authorization levels.
• Enforcing security protocols for record storage, handling, and transmission to prevent unauthorized access.

4. Customer Service

Providing excellent customer service to internal and external stakeholders.

• Responding to inquiries and requests for records in a timely and professional manner.
• Providing training and guidance to users on record-keeping best practices.

To ace an interview for a Records Custodian position, it is crucial to prepare thoroughly. Here are some tips to help candidates succeed:

1. Research the Organization and Position

Familiarize yourself with the organization’s mission, values, and current projects to demonstrate your interest and knowledge.

• Review the job description meticulously to understand the specific responsibilities and qualifications required for the role.
• Conduct research on industry trends and best practices related to records management to showcase your up-to-date knowledge.

2. Practice Answering Common Interview Questions

Prepare responses to common interview questions to convey your skills, experience, and enthusiasm for the role.

• Practice describing your record-keeping experience, highlighting your expertise in organizing, indexing, and managing records.
• Prepare examples of how you have implemented security measures to protect sensitive information and ensured compliance with regulations.

3. Showcase Your Customer Service Skills

Emphasize your ability to provide exceptional customer service by sharing experiences where you have successfully resolved inquiries and provided support.

• Highlight instances where you went above and beyond to assist users with their record-related needs.
• Mention any certifications or training you have in customer service or records management to demonstrate your commitment to professional development.

4. Dress Professionally and Arrive on Time

First impressions matter, so dress professionally and arrive at the interview venue on time to demonstrate respect for the interviewer and organization.

• Choose attire that is appropriate for an office setting, such as a suit or business casual wear.
• Allow ample time for travel and parking to avoid any delays that could affect your punctuality.