Archives and Records Manager Job Description [Updated for 2025]

In the world of information management, Archives and Records Managers hold a pivotal role.

As the world continues to generate more and more data, the need for skilled professionals who can categorize, preserve, and protect our records becomes increasingly crucial.

But what exactly is expected from an Archives and Records Manager?

Whether you are:

• A job seeker trying to understand the core responsibilities of this role,
• A hiring manager outlining the perfect candidate,
• Or simply curious about the intricacies of archives and records management,

You’re in the right place.

Today, we present a customizable Archives and Records Manager job description template, designed for effortless posting on job boards or career sites.

Let’s delve right into it.

Archives and Records Manager Duties and Responsibilities

Archives and Records Managers are responsible for the organization, preservation, and accessibility of a company or institution’s records.

They must have a thorough understanding of document management and archival standards.

Duties and responsibilities include:

• Developing and implementing records management policies and classification systems
• Overseeing the archiving of old documents and records including electronic data
• Carrying out regular audits to ensure compliance with records management policies
• Providing guidance and training to staff on records management procedures and policies
• Working with IT staff to ensure that electronic data is properly stored and can be accessed when needed
• Assessing the usefulness and redundancy of records, deciding which ones to retain and which to eliminate
• Ensuring the organization’s compliance with legislation concerning freedom of information, data protection, and records management
• Maintaining and updating records in databases and archives
• Responding to internal and external information requests
• Preserving historical records and valuable documents, managing their digitization if necessary

 

Archives and Records Manager Job Description Template

Job Brief

We are seeking an organized, detail-oriented Archives and Records Manager to oversee our company’s record-keeping.

The Archives and Records Manager’s responsibilities include formulating policies for collecting and preserving archives and historical records, ensuring the security and integrity of records, digitizing records for easy access, and ensuring compliance with legal and regulatory requirements.

Our ideal candidate has a strong understanding of document and record management systems and is familiar with modern technologies used in the management of digital and paper records.

 

Responsibilities

• Develop and enforce policies and procedures for managing, storing, and preserving records
• Review records for historical and archival value, arrange and describe records
• Plan and implement digitization projects to ensure the preservation of digital records
• Train staff in the management, retrieval, and disposal of records
• Comply with legal and regulatory requirements related to recordkeeping
• Work with IT teams to ensure the security and integrity of digital records
• Coordinate the transfer of records to and from storage facilities
• Develop budgets for records management and archival services
• Oversee the destruction and disposal of records according to policies and regulations

 

Qualifications

• Proven work experience as an Archives or Records Manager
• Knowledge of records management and archival standards
• Experience with document management systems
• Strong organizational and planning skills
• Ability to work with a high degree of accuracy and attention to detail
• Knowledge of relevant legislation and regulations
• Excellent communication skills
• Bachelor’s degree in Library Science, Information Management, or related field

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Archives and Records Manager
• Work Environment: Office setting with occasional visits to storage facilities. Some travel may be required for meetings or training.
• Reporting Structure: Reports to the Director of Operations or related senior management.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $60,000 minimum to $90,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does an Archives and Records Manager Do?

Archives and Records Managers are responsible for the organization, preservation, and accessibility of valuable historical and current documents and records.

They work in a variety of settings such as government agencies, universities, museums, libraries, and corporations.

They oversee the entire lifecycle of records, which includes acquisition, classification, cataloguing, storing, and safe disposal of records when necessary.

They ensure that records are stored in a way that they are easily retrievable and kept in optimal conditions to prevent deterioration.

Archives and Records Managers also develop policies and procedures for handling records and archives.

They have a keen understanding of legal requirements and organizational policies regarding record retention, and ensure these are adhered to.

They may also be responsible for digital archiving, including the migration of records to digital formats and the management of electronic databases.

With the growth of digital archiving, they often work closely with IT professionals to ensure that electronic data is securely stored and easily accessible.

In addition to managing records, Archives and Records Managers often assist researchers in accessing and interpreting archival materials.

They may also plan and oversee exhibitions and outreach programs to make archives accessible to the public.

Ultimately, the goal of an Archives and Records Manager is to maintain the integrity of the records they oversee, while ensuring they remain accessible to those who need them.

 

Archives and Records Manager Qualifications and Skills

Archives and Records Managers are responsible for the accurate, safe, and efficient handling of a company’s records.

The skills and qualifications required for this role include:

• Knowledge of records management theory and archival practices to ensure the correct handling, storage and disposal of all types of records.
• Proficiency in using databases and content management systems to organize, track and retrieve records as needed.
• Strong attention to detail to ensure the accuracy of records, data entry and database management.
• Excellent organizational skills to create and implement efficient records management systems and processes.
• Problem-solving skills to identify issues with records management processes and develop effective solutions.
• Communication skills to liaise with various departments within the organization and provide clear instructions on records management procedures.
• Ability to work under pressure and manage multiple tasks simultaneously to meet deadlines.
• Understanding of data privacy laws and regulations to ensure the company’s compliance.
• Physical fitness to move and handle physical files and records if necessary.

 

Archives and Records Manager Experience Requirements

Entry-level candidates for an Archives and Records Manager role often have a bachelor’s degree in library science, history, archival science, or a related field, along with 1-2 years of experience.

This experience is typically gained through internships, part-time jobs or assistant roles in libraries, archives, or records departments.

Candidates with 3-5 years of experience in the field often have a Master’s degree in Library or Information Science, Archival Studies or a closely related field.

They should have demonstrated their ability to manage, preserve, and organize various types of records, both physical and digital.

This experience usually includes direct work with databases, document management software, or other technical tools used in records management.

Those with more than 5 years of experience are typically considered for senior roles.

They should have solid practical experience in managing a team, setting policies, and developing strategies for record management.

They may also have specialized experience in a specific type of archive, such as government records, corporate archives, or museum collections.

In addition, professional certifications, such as Certified Records Manager (CRM) or Certified Archivist (CA), are often preferred and can be an additional testament to an individual’s experience and proficiency in this field.

 

Archives and Records Manager Education and Training Requirements

Archives and Records Managers typically require a bachelor’s degree in library science, history, archival science, or a related field.

In addition to this, a master’s degree in library science or history with an emphasis on archival studies is often preferred by employers.

These programs should be accredited by the American Library Association (ALA) or another reputable accrediting body.

The curriculum for these programs often includes coursework in archival theory and practice, records management, preservation, and cataloging.

Practical experience through internships or work-study programs is also highly beneficial.

Many employers also prefer candidates to have professional certification, such as the Certified Records Manager (CRM) certification offered by the Institute of Certified Records Managers, or the Certified Archivist (CA) offered by the Academy of Certified Archivists.

As technology continues to evolve, Archives and Records Managers should also have knowledge of digital records and information systems, and may need additional training in digital information management and preservation.

A commitment to continuous learning and professional development in order to keep up with changes in the field is also important.

 

Archives and Records Manager Salary Expectations

The average salary for an Archives and Records Manager is $59,122 (USD) per year.

However, this salary can vary depending on factors such as years of experience, specialized knowledge, location, and the size and type of the employing organization.

 

Archives and Records Manager Job Description FAQs

What skills does an Archives and Records Manager need?

Archives and Records Managers need to possess excellent organizational and analytical skills, as they handle a large number of documents and data.

They should also have good computer skills as most records are digitized.

Additionally, communication skills are key for this role as they often need to collaborate with different departments and provide access to records as needed.

A meticulous attention to detail is also essential, as they need to ensure that all records are accurate and up-to-date.

 

Do Archives and Records Managers need a degree?

While there are positions that don’t require a degree, many employers prefer candidates who have a bachelor’s degree in a related field such as library science, history, or information management.

Some positions may require a master’s degree in archival science or a related field.

Additionally, certification from a recognized body like the Academy of Certified Archivists can be beneficial.

 

What should you look for in an Archives and Records Manager resume?

When reviewing a resume for an Archives and Records Manager position, look for a strong background in records management or archival work.

Relevant experience can include work in libraries, museums, or historical societies.

Skills in digital preservation and database management are also highly desirable.

Certifications and training in records management can be a plus.

 

What qualities make a good Archives and Records Manager?

A good Archives and Records Manager is highly organized and detail-oriented, able to manage and categorize a large volume of information effectively.

They should also be comfortable working with technology, as digitization is a major part of modern records management.

Interpersonal skills are also important as they often work with various departments and staff members.

Moreover, they should have a keen interest in preservation and historical research, as they may be tasked with maintaining and curating valuable historical documents.

 

Is it difficult to hire Archives and Records Managers?

Hiring an Archives and Records Manager can be challenging due to the specialized nature of the job.

Not many candidates have the unique combination of skills in information management, digital preservation, and archival science.

However, with a well-written job description that clearly outlines the job requirements and responsibilities, you can attract the right candidates for the position.

 

Conclusion

And there we have it.

Today, we’ve pulled back the veil on what being an Archives and Records Manager truly entails.

Surprise!

It’s not just about cataloging old documents.

It’s about preserving history and ensuring the accessibility of information, one record at a time.

Armed with our in-depth Archives and Records Manager job description template and real-world samples, you’re ready to make your mark.

But why halt your journey there?

Delve further with our job description generator. It’s your subsequent step to meticulously tailored job listings or polishing your resume to perfection.

Remember:

Every document, every record is a piece of a larger narrative.

Let’s safeguard that history. Together.

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