Records Manager Job Description Template

The Records Manager job description template outlines the responsibilities and qualifications required for individuals interested in managing records for a company or organization. The Records Manager is responsible for enforcing company policies and procedures for managing records, ensuring compliance with regulations, and maintaining data security. They work closely with various departments and stakeholders to oversee the lifecycle of records from creation to disposal, ensuring an organized and efficient system. This template can be used as a guide to develop a job description for a Records Manager position within an organization.

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A Records Manager is responsible for the efficient and systematic management of an organization's records. This includes the creation, retrieval, organizing, and disposal of both physical and electronic records in accordance with legal and regulatory requirements.

Key Responsibilities:

  • Develop and implement records management policies and procedures
  • Ensure compliance with legal and regulatory requirements
  • Manage the organization's physical and electronic records
  • Develop and maintain a records classification and retention schedule
  • Train staff on records management policies and procedures
  • Ensure the confidentiality and security of all records
  • Conduct regular audits to ensure compliance with policies and procedures
  • Coordinate the disposal of records in accordance with retention schedules


  • Bachelor's degree in Information Management, Library Science, or relevant field
  • Experience in records management or related field
  • Knowledge of legal and regulatory requirements for records management
  • Strong organizational and analytical skills
  • Excellent communication and interpersonal skills
  • Proficiency in records management software and tools
  • Ability to work independently and as part of a team


As a company, you need an experienced Records Manager to ensure the efficient and accurate maintenance of your records. You need a professional who can manage your information assets, provide access to information when needed, and develop retention policies that adhere to the legal requirements of your business.

Job Title and Job Summary

Your Records Manager job title should effectively communicate the responsibilities of the role. In the job summary, consider mentioning the major aims the ideal candidate will be responsible for achieving. For instance:

  • Responsible for managing and organizing the company’s records
  • Ensuring the most efficient and safe storage of records
  • Developing procedures and policies that align with regulatory requirements and best practices in records management
  • Providing training, support, and guidance on records management practices and principles to employees, departmental heads, and stakeholders
  • Ensuring prompt retrieval of information and responding to requests for information, and improving the efficiency of the process
  • Collaborating with other departments to manage the lifecycle of their records
  • Developing a disaster recovery plan to minimize the risk of data loss
  • Liaising with external service providers to ensure the company has reliable storage facilities and support systems.

Qualifications and Skills

Here are the qualifications and skills to consider when writing a Record Manager job posting:

  • Bachelor’s degree in Records Management or Information Science
  • 5+ years of combined experience in Records Management, Information Technology, or related field
  • Familiarity with regulatory and legal requirements relevant to Records Management
  • Proficiency with relevant software applications and platforms, such as electronic document management systems
  • An analytical mind with excellent problem-solving skills
  • An ability to manage and prioritize multiple projects and tasks simultaneously with attention to detail
  • Excellent written and verbal communication skills
  • Excellent interpersonal skills for liaising with management and working with other departments
  • Professional certifications from reputable organizations such as ARMA or ICRM demonstrate the candidate's commitment to excellence.

Company Culture and Benefits

Describe your company's culture and benefits to make the job posting more attractive to potential candidates. You could list:

  • The company culture and what makes it unique
  • The benefits of working for your company, such as health, dental, and vision insurance, flexible work hours, and 401(k) Plan
  • Perks, like company-wide retreats and events
  • Career advancement opportunities within the company.


When writing a Records Manager job posting, ensure the job title appeals to potential candidates, and the job summary captures the primary responsibilities accurately. Also, ensure the qualifications and skills required align with the company's objectives. Finally, make sure to include the company's culture and benefits to attract the best talent, and you will be well on your way to finding an experienced Records Manager.

Frequently Asked Questions on Creating Records Manager Job Posting

1. What is a Records Manager?

A Records Manager is a professional responsible for keeping accurate and compliant records for an organization. They are responsible for creating and managing systems that organize and maintain documents, records, and data. They also monitor the retention and disposal of records in accordance with regulatory, legal, and ethical requirements.

2. What should I include in my Records Manager job posting?

Your Records Manager job posting should include a job title, job description, qualifications, responsibilities, and scope of the position. Additionally, you should include any specific job-related requirements, such as education or certification requirements, years of experience, and technical expertise.

3. What qualifications should I look for in a Records Manager?

Qualifications to look for in a Records Manager include a bachelor's degree in a related field, like library science, information management, or business administration, along with relevant experience in records management, data management, or related fields. Additionally, strong communication, analytical, and organizational skills are key for success in this profession.

4. How can I attract the right candidates for my Records Manager position?

To attract the right candidates for your Records Manager position, start by crafting a clear and descriptive job posting that accurately reflects the scope and responsibilities of the position. You should also use targeted job boards and professional networks, including LinkedIn, to promote the opening and reach qualified candidates. Finally, you can consider offering competitive compensation and benefits packages, as well as flexible work arrangements and opportunities for professional development and growth.

5. What screening criteria should I use to evaluate candidates for my Records Manager position?

Screening criteria to evaluate candidates for your Records Manager position should include relevant experience, technical skills, and knowledge of regulatory compliance and industry standards. You should also look for strong communication, leadership, and project management skills, as well as a commitment to continuous improvement and professional development.

6. How can I assess a candidate's potential fit with my organization?

To assess a candidate's potential fit with your organization, consider using behavioral or situational interview questions that test their ability to handle common scenarios and challenges faced in the role. You can also ask for references from previous employers or colleagues to gain insight into the candidate's work style, communication skills, and professional reputation. Finally, consider having the candidate meet with members of your team, or participate in a job shadowing or trial period, to assess their interpersonal skills and compatibility with your organization's culture and values.

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