What Does a Records Management Do?

The role of Records Management involves overseeing the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records. This position ensures that valuable pieces of information are preserved for their historical importance or legal requirements, while less significant records are destroyed in a timely and secure manner. By maintaining an organized and accessible records system, the job supports various organizational functions including operational efficiency, risk management, and compliance with laws and regulations. The professional in this field plays an essential role in managing an organization’s information lifecycle, facilitating easy access to important data, and ensuring that the integrity of records is maintained at all times.

Records Management Job Duties

• Implement and oversee electronic and physical filing systems to ensure accurate storage, retrieval, and archiving of company records.
• Develop and enforce records retention schedules to comply with legal and organizational policies, ensuring timely disposal of outdated files.
• Coordinate with various departments to identify records management requirements and integrate these needs into the overall records management strategy.
• Train staff on records management procedures, including proper file handling, documentation practices, and privacy guidelines.
• Audit records and recordkeeping practices to ensure compliance with internal policies and external regulations, identifying and rectifying any discrepancies or areas of risk.
• Facilitate the migration of records from paper to electronic formats, ensuring the integrity and accessibility of digital files.
• Respond to internal and external requests for records, ensuring that information release complies with confidentiality agreements and privacy laws.
• Research and recommend new records management technologies and process improvements to enhance efficiency and ensure the company remains at the forefront of industry standards.

Records Management Salary & Outlook

Factors influencing a Records Management professional’s salary include years of experience, industry sector (e.g., government, healthcare, or corporate), size of the organization managed, complexity of records systems, and expertise in digital records management technologies. Specialization in legal compliance or electronic records may also impact earnings.

• Median Annual Salary: $69,825 ($33.57/hour)
• Top 10% Annual Salary: $129,500 ($62.26/hour)

The employment of records managements is expected to grow faster than average over the next decade.

This growth is driven by increasing regulatory compliance requirements, heightened privacy concerns, and the expanding volume of digital data. Organizations need skilled Records Management professionals to ensure efficient data handling, secure storage, and easy retrieval, aligning with legal and operational standards.

Records Management Job Requirements

Education: A career in Records Management often requires a Bachelor’s Degree, with many in the field holding a Master’s. Preferred majors include Information Management, Library Science, or Business Administration. Coursework should encompass data management, archival science, and organizational behavior. Advanced degrees may focus on specialized areas like digital records management or legal compliance. Academic emphasis on analytical skills, attention to detail, and understanding of information technology systems is crucial for success in this profession.

Experience: For a career in Records Management, candidates typically bring a blend of on-the-job training and formal training programs, honing skills in document handling, data management, and archival techniques. Experience in related fields, such as administrative support or information technology, is common, providing a solid foundation for the specialized tasks of records management. Continuous professional development through workshops and seminars is also essential, ensuring practitioners stay updated on the latest in document security, privacy laws, and digital records management technologies.

Certifications & Licenses: Certifications beneficial for a career in Records Management include the Certified Records Manager (CRM) from the Institute of Certified Records Managers and the Information Governance Professional (IGP) certification from ARMA International. No specific licenses are required for this profession.

Records Management Skills

Digital Archiving: Involves the preservation and organization of electronic documents and records, requiring a meticulous approach to categorizing, securing, and making a wide array of digital content accessible. Professionals in this field ensure long-term data integrity and availability, using advanced software tools and methodologies to manage digital assets efficiently.

Compliance Auditing: Focuses on verifying that an organization’s record-keeping practices meet legal standards and industry regulations. It entails conducting detailed audits to identify compliance gaps, recommending improvements, and implementing strategies to mitigate risks associated with non-compliance in records management.

Information Governance: Concerns the management of organizational records to comply with legal, regulatory, and operational requirements. It requires developing and implementing policies and procedures that manage the lifecycle of records, from creation to disposition, while facilitating easy access and retrieval of information.

Data Privacy: Involves implementing and monitoring policies and procedures that protect personal and corporate data from unauthorized access, disclosure, alteration, or destruction. Professionals stay informed about global data protection regulations, such as GDPR and CCPA, to ensure compliance and mitigate risks associated with data breaches and legal penalties.

Cataloging Techniques: Entails developing a systematic approach to organizing and maintaining records, allowing professionals to efficiently retrieve and manage information across various formats and platforms. It involves applying standardized classification and indexing techniques to ensure accurate tracking, accessibility, and preservation of documents.

Retention Scheduling: Requires determining the appropriate duration for storing records and establishing a timeline for their disposal or archival. It involves a deep understanding of the legal, operational, and historical value of information to ensure compliance with regulations and optimize the use of storage space, supporting efficient information management and retrieval processes.

Records Management Work Environment

In the realm of Records Management, the work environment is characterized by a blend of traditional and modern elements. The physical setting often combines office spaces equipped with standard office furniture and specialized storage solutions for physical records. This is complemented by advanced digital systems for electronic records management, necessitating a high level of proficiency in specific software tools.

Work hours tend to follow a standard office schedule, with some flexibility depending on the organization’s policies. The dress code usually leans towards business casual, reflecting a professional yet comfortable atmosphere.

The culture within Records Management teams emphasizes meticulous attention to detail and a strong sense of organization, fostering a collaborative environment where sharing knowledge is encouraged. Interaction with other departments is frequent, highlighting the interconnected nature of managing records across an organization.

Health and safety measures are in place, particularly concerning the handling of physical records, to ensure a safe working environment. The pace of work can be steady, with peaks tied to regulatory deadlines or audits, requiring effective time management skills.

Overall, the work environment in Records Management is one where structure meets flexibility, allowing professionals to thrive in a setting that values precision, collaboration, and adaptability.

Advancement Prospects

Advancement in Records Management often leads to roles such as Senior Records Manager, Records Management Consultant, or Chief Information Officer (CIO). Achieving these positions typically requires a deep understanding of both physical and digital records management systems, as well as regulatory compliance and data privacy laws.

To progress, professionals should focus on mastering project management skills, as leading large-scale records digitization or migration projects can be a critical stepping stone. Additionally, expertise in implementing and managing enterprise content management (ECM) systems is highly valued.

Gaining experience in developing and enforcing records retention schedules, as well as disaster recovery planning, can also set a candidate apart for higher-level positions. Demonstrating the ability to reduce costs, mitigate risks, and enhance efficiency through effective records management strategies is key to advancing in this field.