Records Management Specialist Job Description [Updated for 2025]

In the age of information, the role of Records Management Specialists has become more crucial than ever.

As the business world continues to evolve, so does the need for professionals who can accurately manage, organize, and protect our growing vaults of data.

But let’s delve deeper: What’s actually expected from a Records Management Specialist?

Whether you are:

• A job seeker trying to understand the core of this role,
• A hiring manager outlining the ideal candidate,
• Or simply fascinated by the intricacies of records management,

You’re in the right place.

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

Let’s dive in.

Records Management Specialist Duties and Responsibilities

Records Management Specialists are tasked with maintaining an organization’s records, ensuring they’re stored securely, accessible, and properly classified.

They also ensure the organization complies with legal requirements related to record-keeping.

The duties and responsibilities of a Records Management Specialist include:

• Creating and implementing policies and procedures for effective data management
• Ensuring the organization’s records are stored securely, are accessible, and are properly classified
• Conducting audits of the organization’s records and ensuring they comply with legal requirements
• Designing and implementing efficient systems for managing digital and physical records
• Identifying and addressing issues related to records management, such as security breaches or loss of data
• Assisting with the digitization of physical records, if required
• Training staff on records management procedures and protocols
• Ensuring the timely destruction of outdated records according to the established retention schedule
• Coordinating with IT department to ensure that electronic record-keeping systems function properly
• Preparing reports on the status of records management within the organization

 

Records Management Specialist Job Description Template

Job Brief

We are seeking a detail-oriented Records Management Specialist to join our team.

The role involves managing, organizing, and protecting the important records of our company.

The Records Management Specialist will be responsible for developing, implementing, and ensuring compliance with internal and external document control standards and procedures.

The ideal candidate must have excellent organizational skills, attention to detail, and the ability to manage a variety of tasks simultaneously.

 

Responsibilities

• Implement and manage document control procedures and systems
• Coordinate and manage record storage, retrieval, and disposal
• Ensure adherence to legal and organizational requirements for record keeping
• Perform audits to verify compliance with record management procedures
• Train staff on record management policies and procedures
• Respond to information requests within established timeframes
• Assist in the creation of strategic plans for records and information management
• Develop and maintain databases for the control of documentation
• Perform regular backups to ensure data preservation

 

Qualifications

• Proven work experience as a Records Management Specialist or similar role
• Familiarity with electronic document management systems
• Knowledge of record storage and retrieval procedures
• Understanding of legal requirements related to record keeping
• Excellent organizational and time management skills
• Detail-oriented with strong analytical skills
• Proficiency in Microsoft Office Suite
• Bachelor’s degree in Library Science, Information Management, Business Administration, or related field

 

Benefits

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

 

Additional Information

• Job Title: Records Management Specialist
• Work Environment: Office setting with options for remote work. Some travel may be required for team meetings or client consultations.
• Reporting Structure: Reports to the Records Management Supervisor or Information Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $45,000 minimum to $75,000 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 Specialist Do?

Records Management Specialists are professionals who manage, organize and maintain records within organizations.

They work across a variety of industries where they are responsible for handling both digital and physical records.

Their primary task involves the creation, categorization, storage, retrieval and disposal of records.

They often use specialized software or databases to manage electronic records effectively.

Records Management Specialists also develop and implement records management policies and procedures, ensuring that they comply with legal and ethical requirements.

They are responsible for safeguarding the confidentiality and integrity of data.

In addition, they often perform audits to verify the accuracy and completeness of records and prevent unauthorized access.

They also identify records that are no longer needed and oversee their secure destruction.

Furthermore, they often train staff in records management procedures and policies, and in the use of records management software.

In the event of a legal dispute, Records Management Specialists may be called upon to produce specific documents from the records they manage.

Through their work, Records Management Specialists ensure that valuable information is preserved and accessible, while redundant or outdated information is securely disposed of.

 

Records Management Specialist Qualifications and Skills

Records Management Specialists should have a blend of technical, administrative, and interpersonal skills to manage and protect an organization’s records effectively.

These include:

• Excellent organizational skills to manage large volumes of records and data in a systematic and orderly manner.
• Attention to detail to ensure the accuracy and completeness of records, as well as to detect inconsistencies or anomalies that may signal issues with the data.
• Familiarity with records management software and systems to efficiently store, retrieve, and archive records.
• Understanding of legal regulations and industry standards related to records management to ensure compliance with privacy, security, and retention requirements.
• Interpersonal skills to interact with employees and stakeholders at all levels of the organization, explaining records management processes and requirements as necessary.
• Problem-solving skills to address issues that may arise in the storage, retrieval, or disposal of records.
• Ability to handle confidential information professionally and discreetly.
• Strong written and verbal communication skills to prepare reports, guidelines, and policies related to records management.
• Ability to work independently and as part of a team to implement records management projects and initiatives.

 

Records Management Specialist Experience Requirements

Records Management Specialists often begin their careers with a degree in Library Science, Business Administration, or a related field, with courses that cover records management, document preservation, and data retrieval.

Entry-level candidates may have 1 to 2 years of experience, often through an internship or part-time role in a records management position or a related role such as administrative assistant, data entry clerk, or office manager where they gain exposure to records handling.

Candidates with more than 3 years of experience often have honed their skills in creating, organizing, maintaining, and disposing of business records, often within a specific industry such as healthcare or law.

They may also have experience with electronic records management systems and records retention schedules.

Those with more than 5 years of experience generally have a deep understanding of legal and regulatory compliance related to records management, and have the ability to develop and implement records management policies and procedures.

They may have leadership experience and be ready for a managerial or team-lead position within the records management department.

Specialists with substantial experience may also have specific certifications related to records management, such as Certified Records Manager (CRM) or Certified Information Professional (CIP).

 

Records Management Specialist Education and Training Requirements

Records Management Specialists typically have a bachelor’s degree in Library Science, Business Administration, Information Systems, or a related field.

They need a strong foundation in file management systems, computer databases, and information systems.

A good understanding of classification and indexing methodologies, data retention practices, and an ability to maintain confidentiality are essential.

Some positions may require specialists to have a master’s degree in Archives and Records Management, Information Management, or Business Administration.

This advanced education can help professionals in understanding complex record-keeping systems, strategic information planning, and managing electronic records.

Moreover, certification such as Certified Records Manager (CRM) awarded by the Institute of Certified Records Managers or Information Governance Professional (IGP) by ARMA International, while not always a requirement, can significantly enhance a candidate’s career prospects.

Continuous training and professional development are also encouraged, as record management policies, privacy laws, and technological advancements in the field are consistently evolving.

This ensures that the records management specialist stays up-to-date with the latest industry trends and best practices.

 

Records Management Specialist Salary Expectations

A Records Management Specialist earns an average salary of $59,898 (USD) per year.

The actual earnings may differ depending on the level of experience, qualifications, geographical location, and the organization they work for.

 

Records Management Specialist Job Description FAQs

What skills does a Records Management Specialist need?

Records Management Specialists need to have exceptional organizational and analytical skills to manage, categorize, and analyze large amounts of data.

They should have a solid understanding of computer systems and software such as database management and spreadsheet programs.

Attention to detail, problem-solving abilities, and excellent written and verbal communication skills are also essential in this role.

 

Do Records Management Specialists need a degree?

Most employers prefer candidates with a bachelor’s degree in fields like business administration, information science, or a related field.

However, significant work experience in records management or a related area can sometimes substitute for educational requirements.

Some roles may require professional certification like the Certified Records Manager (CRM) credential.

 

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

A Records Management Specialist resume should highlight experience in managing, organizing, and protecting data.

Look for evidence of technical skills, such as proficiency in database management and other relevant software.

Candidates with a background in law, business, or information science may bring valuable knowledge to the role.

Certifications in records management are also a plus.

 

What qualities make a good Records Management Specialist?

A good Records Management Specialist is highly organized, meticulous, and analytical.

They are able to handle large volumes of data with accuracy and efficiency.

They possess excellent problem-solving skills to manage complex data-related issues.

Moreover, they respect confidentiality and understand the importance of data security.

 

What are the daily duties of a Records Management Specialist?

On a typical day, a Records Management Specialist may start by reviewing incoming records and categorizing them accordingly.

They may spend time updating databases, ensuring all information is accurate and up-to-date.

They are also responsible for maintaining record retention schedules, disposing of obsolete records, and retrieving records as needed.

They may also provide training to staff about records management procedures.

 

Conclusion

And there you have it.

Today, we’ve delved into the in-depth intricacies of being a records management specialist.

Surprised?

It’s not just about sorting files.

It’s about orchestrating a seamless flow of information, one record at a time.

Armed with our comprehensive records management specialist job description template and real-world examples, you’re prepared to take the next step.

But why end the journey here?

Immerse yourself further with our job description generator. It’s your key to developing pin-point accurate listings or polishing your resume to excellence.

Remember:

Every record is a vital piece of a larger puzzle.

Let’s solve that puzzle. Together.

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