Records Manager Job Description [Updated for 2025]

In the era of information, the role of records managers is more crucial than ever.

As the realm of data expands, the demand for proficient professionals who can manage, organize, and secure our information assets grows.

But what exactly is expected from a records manager?

Whether you are:

• An aspirant trying to understand the core of this position,
• A recruiter envisioning the perfect candidate,
• Or simply fascinated by the complex world of records management,

You’ve come to the right place.

Today, we present a customizable records manager job description template, designed for effortless posting on job boards or career websites.

Let’s dive right in.

Records Manager Duties and Responsibilities

Records Managers are responsible for accurately maintaining an organization’s records in accordance with legal requirements and company policies.

They ensure that information is easily accessible and stored safely.

Records Managers have the following duties and responsibilities:

• Develop and implement records management policies and classification systems
• Ensure compliance with legal, regulatory, and organizational requirements for record-keeping
• Coordinate with IT departments to ensure that electronic record systems are functioning properly and are regularly updated
• Manage and maintain physical records storage, including organizing, cataloging, and storing documents
• Evaluate and recommend new records management technologies and equipment
• Coordinate the transfer of records to and from storage facilities
• Train staff in records management procedures and policies, including documentation and digitization
• Conduct periodic audits to ensure proper record keeping
• Oversee the destruction and disposal of obsolete records in accordance with policies and regulations

 

Records Manager Job Description Template

Job Brief

We are seeking an experienced and detail-oriented Records Manager to oversee the development and execution of our records management strategy.

The Records Manager will be responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.

 

Responsibilities

• Design, develop and implement a records management program for the organization
• Manage the organization’s records catalogue or classification system
• Ensure that organizational records are created, captured, accessed, managed and stored in accordance with company policies, industry standards and legislative requirements
• Oversee the digitization of paper records and the migration of records into new formats or systems
• Conduct regular audits of the records management program
• Provide guidance to staff regarding the management of their records and use of the organization’s records system
• Develop and deliver training to staff regarding records management best practices
• Develop and maintain policies and procedures for disaster recovery plans in relation to records and information
• Manage relationships with vendors providing records management services

 

Qualifications

• Proven work experience as a Records Manager or similar role
• Knowledge of records management principles, concepts, and best practices
• Experience with records management software and systems
• Excellent organizational and leadership skills
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• BSc degree in Business Administration, Library Science, or relevant field

 

Benefits

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

 

Additional Information

• Job Title: Records Manager
• Work Environment: Office setting with some options for remote work. Some travel may be required for meetings or consultations.
• Reporting Structure: Reports to the Director of Administration or Chief Information Officer.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $75,000 minimum to $95,000 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 Manager Do?

Records Managers are professionals who oversee the accurate, timely, and legal collection, use, and disposal of information.

They work across a range of sectors, including businesses, government organizations, and non-profit organizations.

Their primary responsibility is to create, monitor, and enforce policies and procedures for records management in order to ensure an organization’s legal and regulatory compliance.

Records Managers also coordinate with IT departments to ensure that electronic recordkeeping systems are secure, user-friendly, reliable, and that they meet the needs of the organization.

This includes the planning and implementation of electronic document management systems (EDMS).

They also oversee the storage of records, establish retention schedules, and guide the company in disaster recovery methodologies.

Records Managers often work with departments such as legal, finance, and human resources to identify and manage records that are critical to the organization’s functioning and survival.

Additionally, they are responsible for training staff on records management procedures and policies, including the identification and preservation of vital records.

Records Managers may also be involved in managing and archiving the organization’s historical records and artifacts.

Overall, the role of a Records Manager is essential in ensuring that an organization maintains its records in an orderly, efficient, and legally compliant manner.

 

Records Manager Qualifications and Skills

Records Managers should have a range of technical, organizational, and interpersonal skills to manage and protect an organization’s records effectively, including:

• Exceptional organizational skills to manage large volumes of records in a systematic and efficient manner.
• Proficiency in using records management software and other digital tools for storing, retrieving, and securing records.
• Attention to detail to ensure accuracy and compliance with recordkeeping standards and regulations.
• Strong communication skills to liaise with various departments, explain recordkeeping procedures, and present reports.
• Problem-solving skills to address record management issues and develop effective solutions.
• Understanding of legal and regulatory requirements related to recordkeeping in the specific industry of the organization.
• Ability to maintain confidentiality and manage sensitive information with discretion.
• Time-management skills to meet deadlines and manage multiple tasks simultaneously.
• Experience in developing and implementing record management policies and procedures.

 

Records Manager Experience Requirements

Records Managers often require a bachelor’s degree in Business Administration, Library Science, or a related field, with an emphasis on records management.

This academic background provides them with theoretical knowledge and basic practical experience in managing records.

Entry-level candidates may have 1 to 2 years of experience, often through an internship or part-time role in records management.

These professionals can also gain on-the-job experience in roles such as Records Coordinator, Records Analyst, or other roles related to document management.

Candidates with more than 3 years of experience often develop their skills and knowledge in entry-level Records Manager or Records Specialist roles.

They may have experience with electronic records management systems, document retention policies, and information governance.

Those with more than 5 years of experience usually have a significant level of expertise in records management, possibly with a specialization in a particular industry like healthcare, finance, or law.

They may also have some leadership experience in their background and may be ready for a higher managerial or department head position.

Moreover, certification such as the Certified Records Manager (CRM) designation is highly valued and may be required for senior positions.

 

Records Manager Education and Training Requirements

Records Managers usually have a bachelor’s degree in records management, library science, business administration, or a related field.

They also need to have a strong understanding of laws and regulations that pertain to record keeping, as well as expertise in records management software and systems.

Some roles may require Records Managers to have a master’s degree in archival science or business administration, with a focus on records management.

In addition, certain certifications such as Certified Records Manager (CRM) or Information Governance Professional (IGP) can improve job prospects and demonstrate a commitment to the profession.

These certifications usually require a combination of education, experience, and passing a comprehensive exam.

Having a master’s degree and/or certification may also indicate a candidate’s leadership potential and dedication to ongoing learning.

Continuous professional development is also necessary to keep up-to-date with the latest developments in records and information management.

 

Records Manager Salary Expectations

The average salary for a Records Manager is $63,719 (USD) per year.

The actual earnings can differ significantly based on factors such as work experience, educational qualifications, the scale of the organization, and the geographical location.

 

Records Manager Job Description FAQs

What skills does a Records Manager need?

Records Managers should have strong organizational and analytical skills as they are responsible for managing a large amount of data.

They should also possess excellent attention to detail to ensure the accuracy of records.

Good communication and interpersonal skills are required as they will often interact with different departments and staff levels.

Familiarity with data management software and systems is also necessary.

 

Do Records Managers need a degree?

Most positions require a bachelor’s degree in records management, business administration, or a related field.

Some organizations may prefer candidates with a master’s degree.

Certification such as Certified Records Manager (CRM) or Certified Information Professional (CIP) may also be beneficial.

 

What should you look for in a Records Manager resume?

Look for a solid background in records management or a related field.

Experience in implementing records management systems, familiarity with information governance and compliance, and knowledge of data privacy laws are also important.

Certification in records management can be a plus.

Look for strong communication, organizational and analytical skills as well.

 

What qualities make a good Records Manager?

A good Records Manager is highly organized, detail-oriented, and has a strong understanding of information governance and data privacy laws.

They must have the ability to manage large volumes of data and ensure its accuracy.

They should also be able to work well with different teams and departments, communicate effectively, and be proficient in using data management software and systems.

 

Is it difficult to hire Records Managers?

Hiring Records Managers can be challenging as the role requires a specific skill set and expertise in records management.

It’s important to clearly communicate the job requirements and expectations in your job posting to attract qualified candidates.

Offering competitive salaries and opportunities for professional development can also help to attract top talent.

 

Conclusion

And there we have it.

Today, we’ve turned the spotlight on what it truly entails to be a records manager.

Surprised?

It’s not just about organizing files.

It’s about orchestrating the rhythm of business processes, one document at a time.

Armed with our essential records manager job description template and real-world examples, you’re fully equipped to make your move.

But why limit yourself?

Dive even deeper with our job description generator. It’s your perfect tool for crafting pinpoint-accurate listings or refining your resume to absolute excellence.

Remember:

Every document is a critical note in the symphony of your organization.

Let’s orchestrate that future. Together.

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