A public records officer maintains government or public agency files and records, with responsibilities varying depending on location. They must have computer skills and knowledge of which records are available for public scrutiny. A high school diploma and good public relations skills are typically required.
A public records officer maintains government or public agency files and records. She may be responsible for the documents of a small local community or a larger region or neighbourhood. In some positions, the employee may also be responsible for recording new information that becomes part of the agency’s database.
The responsibilities of this job vary depending on the geographic location of the public records office. Public records are defined and organized differently in each country and jurisdiction. Some public organizations record and file only personal information, such as birth and death certificates, marriage and civil partnership licenses, and divorce decrees. Others focus on collecting information on sales or transfers of land and real estate, zoning districts, public land use, and general demographic data. In some cases, one agency may handle all public records.
For many years, a clerk of public records was generally required to collect and maintain paper files of all records and documents. In the 1980s, many records were transferred to microfiche for easier storage and access. About a decade later, computer hard disk storage replaced microfiche as the preferred system for storing and protecting public records. Based on these advancements, the job of a public records officer has evolved. Currently, she is expected to have computer skills to record, access and disseminate information. In some cases, microfiche and paper files are still being transferred to a computer database. Usually this is also part of her job.
Because many public records are available online, a public records officer is needed to help people access them. This usually requires her to provide phone or email support. In some cases, she is expected to collect fees for copies of documents requested online or by mail.
Although the term public records implies that the information contained therein is readily available to the general public, this is generally not the case. Rules governing which records are available to the general public vary by region. Typically, a public records officer is expected to have knowledge of which records are available for public scrutiny and which can only be viewed by persons with subpoenas or judgments allowing their release.
A position as a public records clerk typically requires a high school diploma or equivalent. Knowledge or experience in computer technology is often preferred. Generally, good public relations skills are required, as well as a solid background in file and record keeping. Work experience in customer relations or administrative support is required by some employers.
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