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Records Adviser

Kaiwhakahaere Kōnae

Alternative titles for this job

Records advisers create and monitor electronic and paper filing systems so that records can be filed, found, tracked and disposed of.

Pay

Records advisers usually earn

$48K-$58K per year

Records managers can earn

$100K or more

Source: Hays and RIMPA, 2020 - 2023.

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 skills and experience.

  • Records advisers usually earn between $48,000 and $58,000.
  • Senior records advisers can earn between $76,000 and $103,000. 
  • Records managers can earn $100,000 or more.

Sources: Hays, 'FY 23/24 Salary Guide', 2023; RIMPA, 2020; careers.govt.nz research, 2020.

(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
  • ensure their organisation's record keeping complies with standards and laws
  • work with old and new technology media
  • 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
  • IT software required for digital record keeping
  • processes needed for paper-based record systems
  • analysis and reporting skills.

Working conditions

Records advisers:

  • usually work regular office hours
  • work in offices but may have to travel to records storage sites.

What's the job really like?

Fidela Ladores

Fidela Ladores

Records Adviser

How did you become a records adviser?

"When I moved to New Zealand from the Philippines, my priority was getting into the workforce. After working in the same role for five years, I decided that I wanted to have a greater contribution to society in the work I did each day. So I changed careers. I went back to university and took up a postgrad qualification in information studies at Victoria University of Wellington. I then became the records and information management adviser at the Parliamentary Counsel Office."

What do you enjoy most about your job?

"I'm constantly learning about New Zealand history. Because I'm not from here originally, I love when we get requests for records that date back to years like the 1950s as I get to learn about the people from that time. I see their handwriting, read the style of language they used and the type of voice they wrote in. It's so fascinating."

What advice do you have for anyone thinking of doing this job?

"Record keeping has changed dramatically over the years. It's not all about physical records – digital record keeping is such a big part of it now. My advice would be to engage with people working in IT and learn about how technology can assist us in what we do."

Entry requirements

There are no specific requirements to become a records adviser. However, many employers prefer to hire records advisers who have or are working towards a relevant qualification.

Records and Information Management Professionals Australasia (RIMPA) also offer short professional development courses to learn more about records management.

Secondary education

No specific secondary education is required for this job, but NCEA Level 3 English, history, classical studies, social studies and digital technologies are useful.

Personal requirements

Records advisers need to have:

  • planning and organisational skills
  • the ability to work alone and with a wide range of people
  • excellent communication skills, both written and oral
  • good problem-solving skills
  • the ability to keep information private
  • patience and persistence.

Useful experience

Useful experience for records advisers includes:

  • work in archives, document storage or information management
  • experience with 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 - nz.branch@rimpa.com.au - www.rimpa.com.au
Check out related courses

What are the chances of getting a job?

Records advisers needed to fulfil legal requirements

There will always be a demand for people with skills in records and information management due to legal requirements. The law requires government departments and other public sector organisations, such as district health boards and education providers, to keep certain records. 

According to the Census, 255 records advisers worked in New Zealand in 2018.

Significant events influence record adviser demand

Demand for experienced records advisers can increase when significant events occur. Government inquiries into matters of public importance generate records that need to be collated, managed and protected over the long term.

Historical events, such as New Zealand's response to the COVID-19 pandemic, also generate large volumes of records that need to be accessible for future generations. 

Technology skills in demand

Employers are more likely to hire records advisers who can work with digital information systems. The skillset for records advisers now includes a strong IT component due to the increase in cloud storage systems, artificial intelligence and data analytics.

Types of employers varied

Records advisers may work for:

  • government agencies
  • legal firms
  • district health boards
  • universities and polytechnics
  • private businesses.

Sources

  • Ladores, F, records adviser, Parliamentary Counsel Office, careers.govt.nz interview, December 2020.
  • Sim, T, New Zealand branch president, Records and Information Management Professionals Australasia, careers.govt.nz interview, October 2020.
  • Stats NZ, '2018 Census Data', 2019.

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

Progression and specialisations

Records advisers may move into knowledge and information management roles.

A woman leans over the shoulder of a man who is sitting at a computer in a training room. All are in business clothes

Records advisers may train staff on records systems and relevant laws

Last updated 7 August 2024