Records Management Clerks play a vital role in keeping Department of National Defence operations running smoothly by organizing, maintaining, and retrieving critical information and documents. You'll be responsible for managing both physical and digital records, ensuring they meet government standards and are accessible when needed by defence personnel and leadership. This position is essential to information security, operational efficiency, and compliance with federal legislation.
In this role, you'll handle a variety of tasks including filing documents, scanning and digitizing records, updating database systems, managing document destruction, and preparing materials for archival storage. You'll work with classification systems, ensure proper labeling and indexing, and maintain organized filing systems across your work area. Your attention to detail and organizational skills will directly support the effectiveness of your department.
Records Management Clerks typically work in office environments at DND headquarters, bases, or wings across Canada. You'll collaborate with multiple teams who depend on your services, and you may interact with personnel at various levels seeking access to records. This is steady, meaningful work that forms the backbone of information management in defence operations.
Key Responsibilities
Perform information asset management / operations activities per GC IM policies, Manage information assets through their lifecycle, Ensure compliance with access to information and privacy requirements, Support information governance and standards
Required Skills
Records management, ATIP legislation, Information governance, Classification systems, Digital literacy, Technical proficiency, Attention to detail, Collaboration, Continuous learning
Typical Education
Post-secondary education or equivalent experience relevant to the position
Training
You'll typically need a high school diploma or equivalent to enter this position. Many successful Records Management Clerks have completed business, administrative, or office management programs at the college level, though these are not always required.
Once hired, you'll receive on-the-job training in DND's specific records management systems, classification standards, and procedures. The Government of Canada provides training in ATIP (Access to Information and Privacy) legislation, document management software, and federal records management standards. As you progress, you may pursue professional development in information management, obtain certifications through the Association of Canadian Archivists, or upgrade your skills in digital records management and emerging technologies. Many clerks also develop expertise in specific classification systems used within defence operations.
Entry Plans
Records Management Clerk positions in the Public Service are typically filled through open competitions advertised on the Government of Canada Job Bank and DND's careers website. You can apply directly when competitions are posted, and you'll compete against other candidates through an assessment process that may include written tests, practical exercises, and interviews.
The Public Service also uses staffing pools, where candidates who have successfully competed are placed on a roster. Being on a pool allows departments to hire you more quickly for similar positions without running a new competition. If you're already working in the federal Public Service, you may be able to apply for lateral moves to Records Management Clerk positions, or move into this role from related administrative positions.
Student programs such as the Federal Student Work Experience Program (FSWEP) and Co-op programs can provide valuable entry points. These programs allow you to gain experience in records management while still studying, which often leads to permanent opportunities after graduation. Some candidates also enter through the Bridging program if they meet specific criteria.
Part-Time Options
Records Management Clerk positions typically offer flexible scheduling options. Many DND locations support part-time work, allowing you to work 20-30 hours per week if that suits your needs. This flexibility makes the role accessible for students, parents, or those managing other commitments.
Remote work options have expanded across the federal Public Service, though this role often requires some on-site presence to handle physical records and maintain direct collaboration with teams accessing your services. However, digital record-keeping and database management tasks can frequently be performed remotely. Most positions offer a hybrid arrangement where you work on-site several days per week and remotely for other tasks. Speak with your hiring manager during the recruitment process to understand the specific flexible work arrangements available for your location and unit. Compressed work weeks and job sharing may also be available depending on operational needs.
Related Careers
No related military careers on file for this position.
