Xjyuk

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.

I suggest Keeper. My Oxford Dictionary defines the word as a person who manages or looks after something or someone.

The word archivist is a good choice.

[Merriam-Webster]

: a person who has the job of collecting and storing the materials in an archive

So:

Joe is an archivist.

Joe will have archival access to the files.

This follows from archive:

1 : a place in which public records or historical materials (such as documents) are preserved

// an archive of historical manuscripts

// a film archive
also : the material preserved —often used in plural

// reading through the archives
2 : a repository or collection especially of information

It's possible to also use secretarial (from secretary), but secretaries are often tasked with reading, if not actually writing or editing, documents, so it doesn't convey a read-only sense as strongly.

If these people have responsibility for the records in some sense, then the term stewardship comes to mind.

Joe will have stewardship over the files.

See Merriam-Webster:

stewardship noun

2 : the conducting, supervising, or managing of something
especially : the careful and responsible management of something entrusted to one's care

Many organizations use the term position of trust to designate people who have physical access to spaces or documents as well as direct access to financial accounts via purchase cards. This category is broad, and includes people who may incidentally handle sensitive materials as part of their day-to-day records, like student interns filing human resources documents.

For example, the University System of Georgia in the US defines the term administratively in this way:

Positions of Trust are sensitive positions that involve responsibilities demanding a significant degree of public trust with significant risk for causing damage or realizing personal gain. Primary responsibilities to include but not limited to:

• The direct interaction or care of children under the age of 18 or direct patient care




• Security Access (e.g., public safety, IT security, personnel records, or patient records)




• Operation, access, or control of financial resources (e.g., P-Card, handling of checks or cash, or Budget Authority in making significant financial decisions)

Each institution’s hiring office is responsible for identifying and maintaining a list of positions of trust within their organization.

With your given examples, you might say:

As an IT staffperson with security access, Joe holds a position of trust within his organization.