Records Management Analyst Job Description [Updated for 2025]

In the era of information overload, the importance of Records Management Analysts has never been greater.

As the flow of data increases, so does the demand for skilled professionals who can classify, store, and protect our informational assets.

But let’s delve deeper: What’s truly expected from a Records Management Analyst?

Whether you are:

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

You’re in the right place.

Today, we present a customizable Records Management Analyst job description template, crafted for effortless posting on job boards or career sites.

Let’s dive right in.

Records Management Analyst Duties and Responsibilities

Records Management Analysts are responsible for organizing and managing company records.

They ensure that all documents are stored correctly and can be accessed when necessary.

They also adhere to company policies and legal regulations regarding document retention.

The duties and responsibilities of a Records Management Analyst include:

• Organizing and maintaining all company records
• Implementing electronic document management systems for the storage and retrieval of records
• Ensuring compliance with corporate records management policy and relevant laws
• Assisting in the development and revision of records management policies and procedures
• Training staff in records management procedures and policies
• Monitoring the company’s records retention schedule and ensuring that it is followed
• Conducting audits to ensure that records are stored properly and can be accessed when needed
• Collaborating with IT staff to integrate records management systems with other software
• Creating and maintaining a system for disaster recovery of records
• Responding to requests for information from staff and external parties

 

Records Management Analyst Job Description Template

Job Brief

We are seeking a detail-oriented Records Management Analyst to oversee our company’s record-keeping operations.

The Records Management Analyst will be responsible for ensuring the accuracy, security, and accessibility of business records.

The ideal candidate should be knowledgeable about record management principles, laws, regulations, and standards, especially within our industry.

Ultimately, the goal of the Records Management Analyst is to ensure that our company maintains high-quality, accurate, and legally compliant records that support business operations and strategic decisions.

 

Responsibilities

• Develop and implement records management policies and procedures
• Oversee the maintenance, storage, retrieval, and disposal of records
• Ensure compliance with legal, regulatory, and internal requirements
• Conduct audits to ensure records are accurate and in proper format
• Train staff on records management procedures and policies
• Provide support in case of litigation or investigation
• Collaborate with IT staff to develop electronic recordkeeping systems
• Monitor and evaluate the effectiveness of recordkeeping systems
• Prepare reports on records management for senior management

 

Qualifications

• Proven work experience as a Records Management Analyst or similar role
• Knowledge of records management principles, laws, regulations, and standards
• Experience with electronic recordkeeping systems
• Strong organizational and analytical skills
• Attention to detail and problem-solving abilities
• Excellent communication and training skills
• Bachelor’s degree in Business Administration, Information Management, or a related field

 

Benefits

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

 

Additional Information

• Job Title: Records Management Analyst
• Work Environment: This role typically works in an office setting, although remote work may also be possible. Some travel may be required for audits or training.
• Reporting Structure: Reports to the Records Manager or Chief Information Officer.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $60,000 minimum to $80,000 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 a Records Management Analyst Do?

Records Management Analysts are professionals typically employed by corporations or government institutions where large amounts of data and records are handled.

They also work in health, legal, or other sectors where proper record maintenance is crucial.

The primary responsibility of a Records Management Analyst is to develop and implement effective records management policies and procedures.

They manage, organize, classify, and track records to ensure easy retrieval and proper handling.

They are also responsible for the proper disposal of obsolete records in accordance with applicable laws and internal policies.

They routinely conduct audits to ensure that the organization’s records are accurately maintained and are in compliance with legal and operational requirements.

Records Management Analysts often work with IT teams and other professionals to devise systems and tools for efficient record keeping.

They might also be involved in training staff on records management procedures and ensuring compliance across the organization.

Their role may also involve the implementation of electronic document management systems, evaluating their effectiveness, and managing transitions from paper to electronic record-keeping systems.

 

Records Management Analyst Qualifications and Skills

A proficient Records Management Analyst should possess the skills and qualifications that align with this job role, such as:

• Analytical skills to evaluate records, identify trends, and make decisions that improve record management systems.
• Technical knowledge and understanding of databases, records management software, and digital storage systems to efficiently manage and retrieve records.
• Attention to detail to ensure accuracy and consistency in records, as well as to detect any discrepancies or issues that may arise.
• Organizational skills to manage large volumes of records and maintain a structured, efficient records system.
• Communication skills to articulate complex information clearly and interact effectively with team members, management, and other stakeholders.
• Problem-solving skills to troubleshoot any issues that occur within the records management system and find effective solutions.
• Understanding of laws and regulations related to records management to ensure the company’s compliance.
• Ability to handle confidential and sensitive information with discretion.

 

Records Management Analyst Experience Requirements

Entry-level candidates for the position of Records Management Analyst may have 1 to 2 years of experience, usually gained through internships or part-time roles in records or information management.

Some of the roles that can provide relevant experience include Document Controller, Records Clerk, or Data Analyst.

A bachelor’s degree in Library Science, Records Management, or a related field can be beneficial and may substitute for some experience requirements.

Knowledge about legal and regulatory requirements related to records management can also prove beneficial.

Candidates with more than 3 years of experience often have a more comprehensive understanding of records management systems, experience in the implementation of records retention schedules, and a proficiency in using records management software.

Those with more than 5 years of experience may have some leadership experience in their background and may be ready for a senior analyst or team lead position.

These professionals are likely to have a deep understanding of records management policy, regulations, compliance, and best practices, and may have experience training and supervising others in these areas.

Additionally, candidates with certifications such as Certified Records Manager (CRM) or Information Governance Professional (IGP) are generally considered more experienced and are often preferred for more advanced positions.

 

Records Management Analyst Education and Training Requirements

Records Management Analysts typically have a bachelor’s degree in information management, business, or a related field.

They should also have experience in managing, organizing, and protecting records, preferably in a digital environment.

Some positions may require Records Management Analysts to have a master’s degree in Information Science or Business Administration.

Specialized roles or those in certain sectors may also demand a Certified Records Manager (CRM) designation.

Understanding of federal and state laws regarding record retention, privacy, and destruction is crucial.

Therefore, relevant legal training could be advantageous.

Candidates may also benefit from certifications in specific records management software or systems.

These certifications demonstrate a candidate’s proficiency and commitment to ongoing professional development.

In addition to formal education and certifications, Records Management Analysts should possess strong analytical, organizational, and communication skills.

 

Records Management Analyst Salary Expectations

A Records Management Analyst earns an average salary of $59,656 (USD) per year.

The salary may fluctuate based on factors such as experience, level of education, the organization they work for, and the geographical location.

 

Records Management Analyst Job Description FAQs

What skills does a Records Management Analyst need?

A Records Management Analyst should have strong analytical and organizational skills, with the ability to manage large amounts of data.

They need to have good attention to detail for maintaining and ensuring the accuracy of records.

In addition, they should have strong IT skills as they would often work with databases and other related software.

 

Do Records Management Analysts need a degree?

Yes, typically a Records Management Analyst is required to have a bachelor’s degree in Business Administration, Records Management, or a related field.

Some organizations prefer candidates with a master’s degree.

A certification in records management can also be beneficial.

 

What should you look for in a Records Management Analyst resume?

A Records Management Analyst resume should showcase a strong background in records management or a related field.

Look for experience with records maintenance, document control, and database management.

Proficiency in related software and regulatory compliance knowledge are other key points to consider.

 

What qualities make a good Records Management Analyst?

A good Records Management Analyst is detail-oriented, has the ability to manage large volumes of data and possesses strong IT skills.

They should be able to work effectively with different levels of staff in an organization and have excellent problem-solving skills.

 

What are the daily duties of a Records Management Analyst?

A Records Management Analyst typically organizes and maintains records, audits data for accuracy, and ensures compliance with policies and regulations.

They may also be tasked with training staff on record management protocols, implementing new systems for record keeping, and working with IT staff to ensure data is secure.

 

Is it difficult to hire Records Management Analysts?

The difficulty in hiring a Records Management Analyst would depend on the specific requirements of the role and the job market at the time.

However, finding candidates with the right mix of technical and analytical skills, along with a solid understanding of regulatory compliance, can be challenging.

 

Conclusion

And there we have it.

Today, we’ve unraveled the complexities of what it means to be a Records Management Analyst.

Surprise?

It’s not just about filing and retrieving records.

It’s about fortifying the backbone of an organization, one record at a time.

With our ultimate Records Management Analyst job description template and real-world examples, you’re prepared to take the plunge.

But why limit yourself?

Venture further with our job description generator. It’s your go-to tool for creating meticulous job listings or refining your resume to absolute perfection.

Remember:

Every record managed is a crucial piece of the organizational puzzle.

Let’s build that future. Together.

How to Become a Records Management Analyst (Complete Guide)

Off the Beaten Path: Unusually Cool Jobs You Never Considered

Satisfying Career Choices: Jobs That Make People Happy

The Hidden World of High-Stress Jobs: What You Don’t See on TV!

Life is Short, Work Somewhere Fun: High-Paying Enjoyable Jobs