How to Be Records Manager - Job Description, Skills, and Interview Questions

Jul 29, 2023 / 6 Minutes Read / By Albert

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Due to the increasing volume of digital data, the role of Records Manager has become increasingly important. Records Managers are responsible for organizing, categorizing, and storing information and records in a secure and efficient manner. This includes managing paper records, electronic records, and other media.

By properly managing these records, Records Managers can help organizations to maintain compliance with legal and regulatory requirements, protect confidential information, and improve operational efficiency. Records Managers are tasked with developing and implementing policies and procedures to ensure the accuracy and integrity of records. This can include setting retention periods, conducting audits, and training staff on proper record-keeping practices.

the role of Records Manager is critical in ensuring organizations have access to the information they need when they need it.

Steps How to Become

Earn a Bachelor's Degree. Most employers require individuals who want to become a Records Manager to have a bachelor's degree in business, information technology, records management, or a related field. Courses in this type of program are likely to include computer science, database management, archiving and records management, legal aspects of information management, and information systems management.
Get Professional Certification. Many employers prefer to hire Records Managers who have professional certification. The Institute of Certified Records Managers (ICRM) offers the Certified Records Manager (CRM) credential. Applicants must have a bachelor's degree and five years of experience in records management or related fields.
Gain Work Experience. Getting work experience in the area of records management can be beneficial for those who want to become Records Managers. Internships, entry-level positions, and volunteer work can all provide valuable experience in the field.
Develop Skills. In addition to formal education and professional certification, employers may also look for Records Managers who possess certain skills. These skills may include attention to detail, problem-solving skills, communication skills, and the ability to think critically and analytically.
Stay Up-to-date with Technology. Records Managers should also stay up-to-date with the latest technology and trends in the field. Taking courses or attending workshops and seminars can help professionals stay abreast of changes in the field.

As the demand for qualified records managers grows, the need for higher education and experience increases. With advances in technology, records managers must have the skills to manage digital databases, as well as the ability to understand both digital and physical records. Furthermore, they must be familiar with nationwide and international standards and regulations to ensure that they are compliant with all relevant laws and regulations.

As a result, those with a degree in records management or other related field, along with practical experience, have a distinct advantage over those without. having certifications such as Certified Records Manager (CRM) or Certified Professional Records Analyst (CPRA) can also help to make a candidate more attractive to potential employers.

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Job Description

Records Analyst - responsible for analyzing and interpreting records management tasks and identifying areas for improvement.
Records Administrator - responsible for creating, maintaining, and organizing records in accordance with applicable regulations and standards.
Records Coordinator - responsible for coordinating the activities of records management staff and ensuring compliance with relevant regulations and standards.
Records Clerk - responsible for performing clerical and administrative tasks related to records management such as filing, organizing, and retrieving files.
Records Specialist - responsible for developing policies, procedures, and systems related to records management.
Records Auditor - responsible for conducting audits of records management systems to ensure compliance with laws and regulations.
Records Manager - responsible for managing all aspects of records management including storage, maintenance, retrieval, and destruction of records.

Skills and Competencies to Have

Knowledge of records management principles and practices.
Knowledge of filing systems, information retrieval systems, and other records management technologies.
Ability to work with a variety of stakeholders to develop records management policies and procedures.
Ability to apply the Freedom of Information Act (FOIA) and other applicable laws and regulations to records management activities.
Ability to analyze and solve problems related to records management activities.
Ability to develop and implement records management programs.
Ability to identify, classify, store, and retrieve information in a timely and accurate manner.
Ability to effectively communicate verbally and in writing about records management activities.
Ability to establish and maintain effective working relationships with colleagues and other stakeholders.
Knowledge of archival principles and practices.

Time management is an important skill for any Records Manager to possess. Without it, they risk falling behind on deadlines, leading to projects being completed late, which can have a negative effect on their reputation and the success of their organization. poor time management can lead to the Records Manager becoming overwhelmed, resulting in missed opportunities and mistakes.

To prevent this, Records Managers must be able to prioritize tasks and organize their workloads, ensuring that the most important tasks are completed first and that projects are completed on time. They must also be able to effectively communicate with colleagues and clients, delegating tasks as necessary to meet deadlines and ensure accuracy. Finally, Records Managers must be able to adapt quickly to changes in technology and workflow processes, as these can have a major impact on their effectiveness.

With the right time management skills, Records Managers can ensure that their organization stays successful and efficient.

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Frequent Interview Questions

How have you managed records systems in the past?
What challenges have you faced in managing records?
How do you ensure that records are properly filed and stored?
How do you ensure records are kept up-to-date and accurate?
How would you handle a situation where confidential information needs to be stored securely?
What processes do you have in place to ensure compliance with data protection regulations?
How do you manage and monitor access to digital records?
What experience do you have with implementing new records management systems?
How do you ensure that records are backed up and archived correctly?
What strategies do you use to keep staff informed of changes to records management policies and procedures?

Common Tools in Industry

Document Management System. A software system that is used to store, manage, and track electronic documents and files. (eg: Microsoft SharePoint)
Records Retention Schedule. A document that outlines the requirements for storing, archiving, and disposing of records. (eg: Iron Mountain Records Retention Schedule)
Imaging System. A software system used to capture, store, and manage digital images of documents. (eg: Adobe Capture)
File Tracking Software. A software system used to track file movements in and out of an organization. (eg: FileTrail)
Storage Management Software. A software system used to manage the storage of data in an organization. (eg: NetApp StorageGRID)
Archiving System. A software system used to store, manage, and access archived records and documents. (eg: DocuWare Archiving System)

Professional Organizations to Know

American Records Management Association (ARMA)
Association of Records Managers and Administrators (ARMA International)
Association of Information and Image Management (AIIM)
National Association for Information Destruction (NAID)
Information Governance Initiative (IGI)
Institute of Certified Records Managers (ICRM)
International Records Management Trust (IRMT)
National Archives and Records Administration (NARA)
Society of American Archivists (SAA)
Society of Professional Records Managers (SPRM)

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Common Important Terms

Records Retention. The process of maintaining documents and records for a specified amount of time, as required by law or organizational policy.
Records Disposition. The process of disposing of records no longer needed for operational, legal, fiscal, or historical purposes.
Data Management. The practice of organizing, storing, and managing data.
Document Control. The process of managing and controlling documents throughout their lifecycle, including creation, revision, storage, and destruction.
Records Inventory. A list of records maintained by an organization that contains information such as document name, document type, date of creation, date of last modification, and where it is stored.
Document Imaging. The capture, conversion, and storage of documents in digital format.
Electronic Records Management. The use of technology to manage electronic records, including creation, storage, retrieval, and destruction.

Frequently Asked Questions

Q1: What is a Records Manager? A1: A Records Manager is a professional who is responsible for the management of physical and digital records for an organization. They are responsible for filing, organizing, preserving, and retrieving records as needed. Q2: What type of records does a Records Manager handle? A2: Records Managers handle both physical and digital records, including emails, documents, photographs, videos, audio recordings, and other types of media. They also maintain records that document changes in the organization over time. Q3: What skills do Records Managers need? A3: Records Managers need strong organizational and communication skills to be successful. They must be able to work with different types of technology, have knowledge of records management principles and practices, and understand data privacy regulations. Q4: How long do Records Managers usually keep records? A4: The length of time that Records Managers keep records depends on the specific regulations and policies of the organization they are working for. Generally, records are kept for at least seven years, but some organizations may require them to be kept longer. Q5: What is the importance of a Records Manager? A5: A Records Manager is essential for any organization that needs to keep track of its records. They ensure that all records are properly stored and maintained, and are available when needed. They also help organizations comply with relevant laws and regulations, and protect their data from unauthorized access.