What is the role of a Records Manager ?

ADMINISTRATION

By Christophe Paka | March 19, 2025 | 4 min read

   

Are You Ready to Uncover the Unsung Hero of the Information World? 🚀

Imagine a job where every piece of data you manage could mean the difference between success and chaos for an entire organization. The records manager is exactly that essential, yet often underappreciated, role that keeps the information engine of any business running smoothly.

Introduction

In today's digital era, the role of a records manager is more critical than ever. With data exploding at an unprecedented rate, organizations depend on professionals who can organize, secure, and preserve vast amounts of information. Whether you're a professional job seeker or an organization looking to strengthen your information management, this blog post is your one-stop guide. We will cover everything from the Records Manager Job Description to Effective Records Management Strategies. You'll learn what does a records manager do, the Records Manager Responsibilities, and how to become one while embracing Business Records Management Trends.

By diving into this post, you'll discover:

  • The Importance of Records Management in the modern digital landscape.
  • How mastering a blend of technical and managerial skills can set you apart.
  • Clear steps on how to become a records manager, along with best practices that maximize efficiency and compliance.

Key Takeaways from Our Industry Insights 💡

  • Data is Power: In a world where information drives decisions, the records manager ensures that vital data is well-organized, accessible, and secure.
  • Multi-Tasking Expertise: A records manager's day is a blend of technical and interpersonal tasks—from training employees on document management systems to ensuring compliance with legal standards.
  • Continuous Learning: With ever-evolving technology and regulations, staying updated is not just beneficial; it’s a necessity for survival in the field.

Description of the Role: What Does a Records Manager Do? 📂

A records manager is the linchpin of an organization’s information lifecycle. Their daily tasks are diverse and dynamic, ensuring that every document, whether physical or digital, is maintained with accuracy and efficiency.

Records Manager Responsibilities include:

  • Document Organization: Implement systems to store, retrieve, and manage physical and digital records.
  • Compliance Management: Ensure that the organization adheres to legal requirements and data retention policies.
  • Training & Support: Educate employees on best practices in document management and secure data handling.
  • Archival Management: Preserve historical data for future reference and research.
  • Audit & Disposal: Conduct regular audits to identify obsolete records for secure disposal, maintaining the integrity of active data archives.

Working as a records manager is incredibly rewarding. Not only do you protect an organization’s vital information, but you also play a crucial role in its decision-making process and overall success. The Records Manager Job Description might list technical skills, organizational insight, and the ability to collaborate across diverse teams—all of which are essential in today’s fast-paced business environment.

Requirements for the Role

To excel in this role, candidates generally need a blend of educational qualifications, certifications, and real-world experience.

Educational and Certification Requirements:

  • Bachelor’s Degree: Often in Information Management, Library Science, Business Administration, or a related field.
  • Certifications:
    • Certified Records Manager (CRM)
    • Information Governance Certification (CIG)
    • Additional training in data security and risk management is a plus.
  • Experience: Entry-level positions may require internships or junior roles in data management, while more senior roles demand 3-5 years of hands-on experience.

Skillset for the Role: Records Manager Skills and Qualifications

Success in the records management field demands a unique combination of hard and soft skills.

Hard Skills:

  • Technical Proficiency: Familiarity with Electronic Document Management Systems (EDMS) and metadata schemata.
  • Data Security: Understanding of data protection protocols and compliance standards.
  • Analytical Skills: Ability to audit and analyze large volumes of data.
  • Software Knowledge: Expertise in Microsoft Office, specialized records management software, and database systems.

Soft Skills:

  • Organizational Mastery: Exceptional attention to detail and strong planning abilities.
  • Communication Skills: Clear, concise, and effective communication with diverse teams.
  • Problem-Solving: Aptitude for troubleshooting issues and implementing effective solutions.
  • Adaptability: Willingness to continuously learn and adapt to new technologies and regulatory changes.

These skills form the backbone of any professional looking to excel as a records manager.

Tools to Know: Essential Software & Technologies

Every records manager should be proficient in a set of tools that streamline document and data management. Some key tools include:

  • Electronic Document Management Systems (EDMS): eFileCabinet, M-Files, OpenText.
  • Cloud Storage Platforms: Google Drive, OneDrive, Dropbox.
  • Data Security Software: Symantec Data Loss Prevention, McAfee Total Protection.
  • Database Management Systems: SQL, Oracle.
  • Project Management Tools: Trello, Asana, Monday.com.

Team and Company Environment

Records managers typically work within information management teams that interface with various departments such as IT, Legal, HR, and Compliance. The work is often a blend of independent responsibilities and collaborative projects. Here’s what you can expect:

  • Team Dynamics: Cross-functional collaboration is key. Records managers work hand-in-hand with IT professionals, legal advisors, and department heads.
  • Company Culture: Innovative organizations that prioritize compliance, security, and data-driven decisions tend to invest heavily in records management infrastructure. A culture of continuous improvement and learning is common.
  • Work Style: The role is a mix of remote and on-site work, with frequent meetings, training sessions, and technology reviews.

Job Statistics: Understanding the Demand

The demand for records managers is on an upward trend, driven by increasing digital data and stringent regulatory requirements.

  • Job Growth Rate: Expected to grow by around 10% over the next decade, reflecting the indispensable role this function plays in organizational success.
  • Industry Demand: High in sectors like healthcare, finance, government, and education.
  • Data Volume Trends: The exponential increase in electronic records necessitates robust data management strategies, thus driving the importance of the role.

Salary Information: A Financial Overview 💰

Salary can vary depending on experience, industry, and geographical location. Here’s a broad overview:

  • Entry-Level: $45,000 - $60,000 per year.
  • Mid-Level: $60,000 - $85,000 per year.
  • Senior-Level: $85,000 - $120,000+ per year.

These figures can fluctuate based on the complexity of the records management system and the size of the organization. With the right skills and qualifications, the financial rewards are competitive and reflect the importance of maintaining strong data governance.

A career in records management can open the door to various advanced roles. Here are some potential pathways:

  • Information Governance Manager
  • Compliance Manager
  • Data Protection Officer
  • Digital Archivist
  • Chief Information Officer (CIO)

Each of these adjacent roles leverages the foundational expertise developed as a records manager, making it a versatile and evolving career path.

Free Training Resources

For professionals eager to break into or advance within this field, here are some excellent free resources:

  • Coursera: Offers free courses on data management and information systems.
  • edX: Provides courses on information ethics, security, and compliance.
  • YouTube Channels: Many professionals share practical tips and tutorials on effective records management strategies.
  • MOOCs & Webinars: Look for webinars hosted by industry associations like ARMA International and the Information Governance Initiative.
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Keep Learning

Christophe Paka