16 Records Management Skills for Your Career and Resume

Records management is the process of organizing, storing and retrieving records. Records management professionals use a variety of skills to perform their duties, including customer service, data entry and organization, and critical thinking. If you’re interested in a career in records management, understanding these skills can help you determine if this is the right field for you.

Time Management

Time management is the ability to plan and execute tasks in a way that ensures you meet deadlines. This skill is important for records managers because they often have multiple projects with different due dates. For example, when working on an audit, a records manager might need to review all of their company’s files by a certain date so they can submit their report before the deadline. Having strong time management skills allows a records manager to complete their work efficiently and effectively.

Scanning

Scanning is the process of converting physical documents into digital files. This can be a useful skill for records managers, as it allows them to store and access information more efficiently. It’s also important to know how to scan different types of paper formats, such as legal-sized documents or large posters. You may also need to instruct employees on how to use scanning equipment in your office.

Classification

Classifying records is the process of assigning a label to each file. This can help you find files more easily and ensure that similar types of information are grouped together. For example, if you have employee files, you might classify them by name and then alphabetize the files within each name. This allows you to quickly locate an employee’s personnel file when needed.

Flexibility

Flexibility is the ability to adapt to changing circumstances. In records management, flexibility can be useful when you need to change your approach or process for completing a task. For example, if you notice that one method of filing has become outdated, you may need to update it with new methods and systems. Having flexibility in your work can help you adjust quickly and efficiently.

Microfilming

Microfilming is the process of converting paper documents into digital images. This can be done by scanning a document and saving it as an image file or by using a microfilm camera to take pictures of each page of a book, for example. Microfilming reduces the amount of space needed to store records and makes them easier to find when someone needs to access them.

Compliance

Complying with regulations and organizational policies is an important part of records management. You may need to ensure that your organization’s records are stored in the correct locations, maintained for the appropriate periods of time and archived when necessary. This requires you to have a thorough understanding of compliance standards and how they apply to your role.

Filing

Filing is the process of organizing and storing records in a way that makes them easy to find. Having strong filing skills can help you keep track of your files, which may be necessary for maintaining compliance with regulations or other organizational standards. You can also use filing skills when creating new records management systems to ensure that all of your files are organized properly.

Attention to Detail

Attention to detail is a necessary skill for records managers, as it allows them to accurately identify and organize files. This skill also ensures that the information they store is accurate and easy to find when needed. Attention to detail can help ensure compliance with regulations and laws, which may be important in maintaining an organization’s reputation.

Communication

Strong communication skills are necessary for records managers to convey information and instructions to their team. They also use these skills when communicating with clients, vendors and other departments within the organization. Effective communication involves active listening, speaking clearly and conveying your thoughts in a way that others can understand.

Imaging

Imagining the records management process is an important skill for a records manager to have. This allows them to plan ahead and determine what resources they need, such as software or storage space. It also helps them visualize how their organization’s records are stored so they can find files when needed. For example, if a file cabinet is full, a records manager with imaging skills knows where to store incoming files so they’re easy to retrieve later.

Retention

Retention refers to the ability to keep records safe and accessible for future use. This is an important skill in records management because it ensures that you can provide accurate information when needed. It’s also necessary to ensure that your organization complies with legal regulations regarding record retention periods.

Organization

Organization is the ability to keep track of files and records so that you can find them when needed. This skill is important for records managers because they often have large amounts of information to manage. Strong organizational skills allow records managers to quickly locate files, which helps them meet their duties on time. It also ensures that records are kept in good condition and reduces the risk of losing any documents.

Destruction

Destruction is the process of removing records from a company’s active files. This can be necessary when an organization no longer needs certain documents, such as old contracts or invoices that have been paid. Destruction skills are important for records managers because they may need to remove and destroy records on a regular basis.

Destruction involves identifying which records should be removed and ensuring that all copies of those records have been deleted. It also requires making sure that any information in other systems has been updated accordingly.

Data Management

Data management is the ability to organize and maintain files, documents and other data. This skill can be useful in records management because it allows you to find information quickly when needed. Data management also includes knowing how to store data so that it’s secure and accessible for authorized users.

Storage

Storing records is a large part of the records management process. You need to know how to store and organize files so they can be retrieved when needed. This includes knowing where to store physical files, such as in file cabinets or on shelves, and digital files, which may require cloud storage software. Knowing how to properly store records ensures you can find them when necessary.

Problem Solving

Problem solving is the ability to identify and resolve issues. As a records manager, you may need to solve problems related to locating files or ensuring compliance with regulations. For example, if an employee requests a file that you can’t find, you might use problem-solving skills to locate it by checking other locations where the file may have been saved or searching for similar files. You also use problem-solving skills when determining how to comply with regulations such as the Health Insurance Portability and Accountability Act (HIPAA), which requires companies to protect sensitive health information.

How Can I Learn These Records Management Skills?

There are a few ways that you can learn the necessary skills for records management. Many community colleges offer records management courses that can give you a basic understanding of the field. You can also find online courses that can provide you with more specific training. Finally, there are many professional organizations, such as the Association of Records Managers and Administrators (ARMA) and the Institute for Certified Records Managers (ICRM), that offer certification programs that can give you the skills you need to be a successful records manager.