17 Records Manager Interview Questions and Answers

In the business world, data is currency. Companies rely on data to make informed decisions about everything from product development to marketing campaigns. That data needs to be well organized and easily accessible, which is where records managers come in. Records managers are responsible for the creation, maintenance, and destruction of records according to company policy and government regulations.

If you’re looking for a records management job, you’ll need to be able to answer records management interview questions about your experience, your education, and your approach to records management. This guide includes sample records management interview questions and answers to help you prepare for your interview.

Are you familiar with the International Organization for Standardization (ISO) 27000 series of records management standards?

The interviewer may ask this question to assess your knowledge of industry standards and regulations. Your answer should include a brief description of the ISO 27000 series, including which standards you’re familiar with and why they’re important.

Example: “I am very familiar with the International Organization for Standardization (ISO) 27000 series of records management standards. In my previous role as a records manager, I implemented many of these standards within our organization. For example, we used the ISO 27001 standard to create an information security policy that ensured all employees understood how to protect sensitive data. We also used the ISO 27034 standard to develop a disaster recovery plan in case of any emergencies.”

What are the most important qualities for a successful records manager?

This question can help the interviewer determine if you have the skills and abilities to be successful in this role. Use your answer to highlight your leadership, organizational and communication skills. You may also want to mention any specific software or hardware knowledge that will help you succeed in this position.

Example: “I believe a successful records manager needs to be highly organized, detail-oriented and able to multitask. These skills are essential for keeping track of all the information within an organization’s records system. I am also very knowledgeable about various types of software and hardware systems used to store data, which is helpful when implementing new recordkeeping methods.”

How would you describe the relationship between a records manager and an information technology specialist?

An interviewer may ask this question to learn more about your knowledge of the records management process and how you interact with other professionals in an organization. Use your answer to describe the importance of a records manager’s relationship with IT specialists, emphasizing that both roles are equally important for maintaining organizational records.

Example: “Records managers and information technology specialists have a very close working relationship because they rely on each other to ensure their respective departments can function properly. Records managers need access to all relevant data so we can perform our jobs effectively, while IT specialists need to know what types of documents we store so they can create systems that support those needs. I believe it is essential for these two groups to work together to achieve success.”

What is your process for ensuring that all records are properly stored and secured?

Records managers are responsible for ensuring that all records are properly stored and secured. This question allows the interviewer to assess your organizational skills, attention to detail and ability to follow procedures. In your answer, describe a process you use to ensure that all records are organized and secure.

Example: “I have developed a system of labeling files with color-coded stickers according to their importance. For example, red labels indicate confidential documents, while green labels indicate public records. I also store these files in locked filing cabinets or safes depending on the level of confidentiality. When disposing of any record, I shred it using a crosscut shredder.”

Provide an example of a time when you had to manage a large volume of records.

This question can help the interviewer understand how you handle large projects and determine if your experience is similar to the position for which you’re applying. Use examples from previous work experiences that highlight your organizational skills, attention to detail and ability to meet deadlines.

Example: “At my current job, I had to manage a large volume of records every day. For example, when we received new patients, I would enter their information into our database, including demographic details like age, gender and medical history. Then, I would assign each patient to one of our healthcare providers based on their specialty. Finally, I would file all of the paperwork in the appropriate filing cabinet.”

If you had to choose one type of record management system to implement, which would it be and why?

This question is a great way to test your knowledge of the different types of record management systems and how they can be used in an organization. When answering this question, it’s important to explain why you chose that system over others and what its benefits are.

Example: “If I had to choose one type of record management system to implement, I would choose a document imaging system because it allows for easy storage and retrieval of documents. This system also makes it easier to find information within records and reduces the risk of misplacing or losing important documents. Another benefit of using a document imaging system is that it can reduce costs by eliminating the need for paper filing cabinets.”

What would you do if you noticed two members of your team were using different methods to organize the same set of records?

This question can help the interviewer assess your ability to lead and manage a team. It also helps them understand how you would handle conflict within the workplace. In your answer, try to emphasize your communication skills and willingness to collaborate with others.

Example: “If I noticed two members of my team were using different methods to organize the same set of records, I would first ask why they chose to use those particular systems. If one employee preferred their system because it was more efficient for them, then I would leave it as is. However, if both employees agreed that there was room for improvement in their current method, I would work with them to create a new system that everyone could agree on.”

How well do you think you would adapt to working with a new records management system compared to the one you currently use?

This question can help the interviewer determine how adaptable you are to change and whether or not you would be able to learn a new system quickly. Your answer should show that you’re willing to adapt to change, but also highlight your ability to learn new systems quickly.

Example: “I think I would adapt quite well to using a new records management system because I’m used to learning new things on the job. In my last position, we switched from one database software to another, which required us to input data into different fields. It was challenging at first, but I learned it pretty quickly and helped other employees who were having trouble with it.”

Do you have experience training other employees on how to create, store and organize records?

This question can help the interviewer understand your leadership skills and how you might train other employees on recordkeeping processes. Use examples from past experience to highlight your communication, organization and time management skills.

Example: “In my current role as records manager, I’ve trained new employees on how to create and store digital documents in our company’s database. I also regularly review employee records with them to ensure they’re storing information correctly. This helps me make sure all of our records are organized and easily accessible for authorized users.”

When is it appropriate to digitize physical records?

This question can help the interviewer determine your knowledge of records management and how you apply it to your work. Use examples from your experience to show that you know when digitizing is appropriate and when it isn’t.

Example: “Digitization is a great way to reduce costs, improve efficiency and ensure compliance with regulations. However, I only recommend digitizing physical records if they are no longer useful for their original purpose or if they’re in danger of being damaged. For example, at my last job, we had several boxes of paper documents that were more than 20 years old. We decided to digitize these records because they weren’t relevant anymore and could be lost or damaged. Digitizing them allowed us to save money on storage space and ensured that we would have access to those records forever.”

We want to improve our record management system. Which of the following best describes your knowledge of the ARMA Enterprise Content Management System?

The interviewer may ask this question to assess your knowledge of the ARMA Enterprise Content Management System, which is a record management system that allows users to manage records and documents. Your answer should show that you have experience using the ARMA Enterprise Content Management System or another similar system.

Example: “I’ve used the ARMA Enterprise Content Management System for over five years now. I find it easy to use and understand, and I appreciate its ability to integrate with other systems. In my previous role as a records manager, I worked with IT to implement the ARMA Enterprise Content Management System into our organization’s existing technology. This helped us improve our record-keeping processes.”

Describe your experience working with confidential records.

Records managers often work with confidential information, so employers ask this question to make sure you have experience handling sensitive data. In your answer, explain how you handled confidential records in the past and what steps you took to ensure they were kept secure.

Example: “In my previous role as a records manager, I worked with confidential patient records. To keep these records safe, I ensured that only authorized employees could access them. I also regularly reviewed our security protocols to make sure we were following best practices for protecting confidential documents. For example, I made sure all computers had up-to-date antivirus software and that employees always logged out of their accounts when leaving their desks.”

What makes you the best candidate for this records manager position?

This question is your opportunity to show the interviewer that you are qualified for this position. Use examples from your experience as a records manager or other relevant work experience to highlight why you’re the best candidate for this role.

Example: “I am the best candidate for this position because of my extensive knowledge of record management software and my ability to create an organized system for storing documents. I have worked with many different types of record management systems, including document imaging, database management and electronic storage. In my last position, I implemented a new record management system that saved the company thousands of dollars in annual maintenance costs.”

Which records management software platforms are you most familiar with?

This question can help the interviewer determine your level of experience with records management software. It can also show them which platforms you prefer to use and why. When answering this question, it can be helpful to mention a few specific features that make each platform unique.

Example: “I have used both FileNet P8 and Hyland Records Manager in my previous positions. I find both systems easy to navigate and they offer many useful features for managing documents and other types of information. However, I prefer using FileNet P8 because its intuitive interface makes it easier for me to create custom reports and perform complex searches. In addition, I like how it allows me to integrate third-party applications into my workflow.”

What do you think is the most important thing to remember when storing physical records?

This question can help the interviewer determine how you prioritize your work and what skills you use to organize records. Use examples from your experience to explain why this is important and how it helps you store physical documents more efficiently.

Example: “I think the most important thing to remember when storing physical records is that organization is key. I always make sure to create a system for each type of record so I know exactly where to find them later. This saves me time in the long run because I don’t have to spend as much time looking through files to find specific information.”

How often should you archive records?

The interviewer may ask you this question to assess your knowledge of record retention schedules. Your answer should include a specific time frame for archiving records and the reasons why it’s important to archive them at that time.

Example: “I recommend archiving records every five years, which is in accordance with the National Archives and Records Administration guidelines. Archiving records on a regular basis helps ensure they’re safe from damage or loss due to natural disasters or other issues. It also makes it easier to find documents when I need them because I can search by date rather than having to look through all of my files.”

There is a bug in the records management software you use. What is your process for fixing it?

This question is a great way to test your problem-solving skills. It also shows the interviewer that you are familiar with the software and how it works. Your answer should include steps for identifying the bug, reporting it and getting it fixed.

Example: “I would first try to replicate the bug myself by following the same process as our users. If I was able to replicate the bug, then I would report it using the company’s internal communication system. Then, I would wait for the IT department to fix the issue. If I wasn’t able to replicate the bug, then I would ask my team members if they were experiencing any issues with the records management software.”