I’m looking for word for a person who handles records, but isn’t expected to read them. I’m creating a list of positions within an organization who should have access to certain records. Alongside the people who need to actually read these records, there are other people who handle the records as a practical matter. These are the people who may file and retrieve the information, or carry the key to the filing cabinet, or IT staff who are responsible for data encryption and storage. Anyone who could read the information, but really doesn’t have reason to.
It would be good if it carried a connotation of trust and responsibility. The word “fiduciary” comes to mind, as it carries implications of professional ethics. As far as I know, that word applies to finances specifically.
“Custodian/custodial” is in the ballpark, but perhaps too specific. Ideally, this word would describe anyone along the chain who has access, but does not act on curiosity outside of their direct job function.
A thesaurus search for “fiduciary” gives curator, depositor, trustee, and guardian. These are all a bit too specific, though “trustee” comes close. A thesaurus search for “custodial” has the same problem. They are all words for someone whose job it is to care for some thing. I want to include people who have access to that thing incidentally as part of their job.
The word can be an adjective (applied to the position), noun (describe the position), or adverb (applied to job function).
“Joe will have (adjective) access to the files.” OR “Joe will have access to the files in a (adjective) capacity.”
“Joe will have access to the files as a (noun).”
“Joe can access the files (adverb).”
I’m guessing there are existing legal terms for what I’m looking for, which is why I’m reaching out on this SE. I’m not drafting a legal document, though.
Edit: Let me clarify a bit. I’m looking for a way to describe the relationship of existing positions to the information in question. This isn’t a new job title or even a primary job duty. The motivation is that I’m creating a list of which job titles have access to certain information, and I’d like to mark a difference between those who are supposed to be reading the information, and those who only have access of a necessity because of the way things work.
If you have access to move files from place to place, you have clerical access to them. A clerk generally isn’t supposed to read the documents, or discuss them, but is supposed to be able to find them when needed.
Clerical work… [involves]… filing documents.
This works a little better as an adjective than as a noun, as it’s understood performing clerical work does not make that worker a clerk.
Most employees need to do at least some clerical work, so these skills can come in handy no matter what your official job title is.
One caveat here is the adjective clerical also means “regarding a cleric”, or “regarding clergy.” But inside a business setting this is understood by context.