Records Manager Career Path Guide

A Records Manager oversees the systematic control of an organization's records and information lifecycle, from creation and maintenance through to disposal or archiving. This role ensures that records are accurate, secure, easily accessible, and compliant with legal, regulatory, and organizational requirements to support operational efficiency, decision making, and risk management.

growth rate

$75,000

median salary

remote-friendly

📈 Market Demand

Low

High

Demand for Records Managers remains high as businesses and governments face growing regulatory pressures and data management complexities. The expansion of digital records and the need for robust compliance frameworks drive continued growth in this field.

🇺🇸 Annual Salary (US, USD)

55,000—95,000

Median: $75,000

Entry-Level: $61,000
Mid-Level: $75,000
Senior-Level: $89,000

Top 10% of earners in this field can expect salaries starting from $95,000+ per year, especially with specialized skills in high-demand areas.

Core Functions of the Records Manager Role

Records Managers play a critical role in managing the vast amount of information generated within an organization. They develop and implement recordkeeping policies, procedures, and standards to ensure that information is captured, stored, and retrieved efficiently while adhering to compliance and audit requirements. Their work directly impacts operational transparency, legal compliance, and the preservation of institutional memory.

Records Managers collaborate with IT teams to integrate physical and electronic record systems, ensuring digital transformation initiatives align with records retention schedules and accessibility. They monitor the security of records to protect sensitive and confidential information from unauthorized access or breaches. Evaluating new technologies such as cloud storage and records management software is part of this evolving role.

This position requires balancing hands-on record maintenance with strategic planning. Records Managers provide training and guidance to staff across departments, fostering a culture of good information governance. They may also lead audits and assessments to verify alignment of records practices with industry laws and standards. Their expertise supports everything from routine operational needs to litigation readiness and disaster recovery.

Rooted in compliance, efficiency, and risk mitigation, the Records Manager’s function is vital for both everyday business operations and long-term organizational sustainability. As information volume and complexity grow globally, Records Managers are increasingly called upon to innovate and adapt best practices in records and information management.

Key Responsibilities
Design, implement, and maintain comprehensive records management policies and procedures.
Develop retention schedules aligned with legal, regulatory, and organizational requirements.
Coordinate with legal, compliance, IT, and business units to ensure records governance standards.
Manage both physical and electronic records systems, ensuring proper classification and indexing.
Ensure secure storage and backup of records to prevent loss, damage, or unauthorized access.
Conduct regular audits and reviews of records to verify compliance and system integrity.
Provide training and support to staff on records management best practices and policies.
Oversee disposition of records including archiving and destruction following retention schedules.
Evaluate and recommend records management software and digital tools for efficiency improvements.
Support eDiscovery and legal holds related to data and documents required for litigation.
Maintain disaster recovery procedures related to records and information management.
Analyze records management workflows to identify and implement process improvements.
Collaborate with IT on data migration, cybersecurity, and electronic records compliance.
Track and report metrics on records usage, compliance status, and storage capacity.
Stay current with changing laws, technologies, and standards affecting records management.

Work Setting

Records Managers typically work in an office environment within medium to large organizations or government agencies, where they have access to both physical and electronic record storage facilities. The role involves frequent interaction across departments such as legal, compliance, IT, and operations to coordinate policies and recordkeeping practices. Modern offices are often equipped with integrated records management systems, digital archives, and cloud-based repositories. Some records may be stored off-site in secure storage facilities. Record Managers might split their time between desk work analyzing records data, conducting audits, and training sessions with staff. The job demands a combination of administrative discipline, technical aptitude, and interpersonal communication skills to foster organizational awareness and adherence to best practices.

Tech Stack

Microsoft SharePoint
Iron Mountain Records Management
OpenText Content Suite
Microsoft Office Suite
Electronic Document and Records Management Systems (EDRMS)
Laserfiche
DocuWare
Google Workspace (Drive, Docs)
Data Loss Prevention (DLP) software
Records retention and compliance software
SAP Records Management
Cloud storage platforms (e.g., AWS, Azure, Google Cloud)
Metadata management tools
FileMaker Pro
Record tracking and barcode scanning technologies
Legal holds and eDiscovery software (e.g., Relativity)
Project management software (e.g., Asana, Trello)
Cybersecurity tools for data protection
Backup and disaster recovery solutions

Skills and Qualifications

Education Level

A bachelor's degree is typically required for Records Manager positions, often with a focus in library science, information management, archival studies, business administration, or a related field. Advanced roles may demand more specialized education or certifications in records and information management. Courses covering information governance, digital asset management, compliance, and legal aspects of documentation are highly valued.

Professional certifications such as Certified Records Manager (CRM) or Information Governance Professional (IGP) dramatically enhance career prospects. These credentials validate a candidate's mastery of recordkeeping standards, information lifecycle management, and regulatory frameworks. Some employers prefer candidates with master’s degrees in archival science or information management, especially for senior or specialized roles within large or government agencies.

Continued education through workshops, webinars, and industry conferences is important due to the ever-changing landscape of data protection laws, digital transformation, and emerging technologies in records management. Practical experience with electronic records systems and compliance auditing also plays a critical role in a candidate’s qualification.

Tech Skills

Electronic Document and Records Management Systems (EDRMS)
Records retention scheduling
Metadata tagging and classification
Digital archiving and backup solutions
Data security and encryption principles
Legal and regulatory compliance understanding (HIPAA, GDPR, FOIA, etc.)
eDiscovery processes and software use
Information governance frameworks
Audit and inspection procedures
Cloud storage platform administration
File and document indexing
Project management tools
Business process reengineering
Disaster recovery planning
Report generation and data analytics related to records management

Soft Abilities

Attention to detail
Strong organizational skills
Effective communication
Problem-solving mindset
Interpersonal collaboration
Adaptability and continuous learning
Ethical judgment and discretion
Time management
Leadership and team training capabilities
Critical thinking

Path to Records Manager

Launching a career as a Records Manager often begins with earning a relevant bachelor's degree. Majors in library science, information management, archival studies, or business administration provide foundational knowledge. Supplementing undergraduate education with coursework focused on digital records systems, information governance, and compliance will give candidates an edge. During or after completing school, gaining practical experience through internships or entry-level roles in administrative support, library assistance, or archival work establishes familiarity with records lifecycle and management.

Earning professional certifications like the Certified Records Manager (CRM) or Information Governance Professional (IGP) is a pivotal step. Achieving certification involves passing exams that measure competency in records appraisal, retention schedules, electronic management, and regulatory adherence. These credentials signal expertise to employers and often open doors to advanced opportunities.

Networking with industry professionals and joining organizations such as ARMA International or the Association for Information and Image Management (AIIM) provides access to workshops, seminars, and the latest trends. Pursuing continuing education to stay abreast of emerging technologies, changing compliance requirements, and digital transformation strategies remains essential throughout one’s career.

Progressing professionally typically requires moving beyond technical proficiency toward strategic planning, leadership, and cross-departmental collaboration. Volunteering for projects involving data migration, legal holds, or compliance audits can showcase initiative and broaden experience. With time and demonstrated ability, Records Managers can advance into senior, director-level, or consultancy roles focused on enterprise-wide information governance strategies.

Required Education

Formal education in records management has evolved notably with the rise of digital information. Bachelor’s degree programs in information management, library science, archival studies, or business administration form the entry point. Some institutions offer specialized degrees or certificates in records and archives management that focus intensely on information lifecycles, data protection laws, and technology solutions.

Professional development programs and certifications play a significant role in training Record Managers. The Institute of Certified Records Managers offers the CRM certification, considered a gold standard, covering all aspects of records management including paper and electronic records, storage technologies, and lifecycle governance. Similarly, the Information Governance Professional (IGP) credential emphasizes a broader information governance framework beyond just records.

Hands-on training is essential as well. Internships and apprenticeships allow candidates to operate within actual records environments, learning about classification, retention policies, storage solutions, compliance audits, and more. Many organizations invest in vendor-specific training for systems like Laserfiche, SharePoint, or OpenText, which helps Records Managers stay current on the best tools for their work. Ongoing education is encouraged through seminars, webinars, and industry conferences to keep pace with ever-changing technologies, legal requirements, and best practices.

Career Path Tiers

Junior Records Coordinator

Experience: 0-2 years

Junior Records Coordinators typically assist with the day-to-day operations of managing physical and electronic records. Responsibilities often include indexing, filing, maintaining records databases, and supporting retention and disposition efforts under supervision. At this stage, professionals build foundational knowledge of classification systems, records lifecycle management, and familiarity with key systems and compliance guidelines. Learning opportunities focus on understanding organizational policies and developing basic auditing skills.

Records Manager

Experience: 3-7 years

Records Managers are fully responsible for designing and executing records management programs aligned with organizational goals and regulatory needs. They oversee the development of recordkeeping policies, collaborate with departments like legal and IT, conduct audits, and implement information governance initiatives. This mid-level role requires strong technical proficiency with both physical and electronic records systems, leadership in training staff, and a strategic mindset for process improvements and compliance assurance.

Senior Records Manager

Experience: 8+ years

Senior Records Managers operate at a strategic level, guiding enterprise-wide information governance frameworks and championing digital transformation related to records management. Their role involves advising senior leadership, managing teams, overseeing complex compliance and legal holds, and integrating new technologies to improve efficiency while minimizing risk. These seasoned professionals often lead large-scale projects, negotiate with vendors, and influence policy development both internally and across industry groups.

Records Management Director

Experience: 10+ years

At the director level, the focus shifts towards executive oversight of comprehensive records and information governance strategies within the organization. Leaders at this tier set long-term vision, allocate resources, drive innovation, and ensure alignment with corporate risk management and regulatory environments. They typically manage multiple teams, oversee budgets, and represent the organization in industry forums. Their influence extends to shaping organizational culture around responsible data stewardship.

Global Outlook

The need for expert Records Managers extends worldwide, driven by increasing data volumes and complex compliance landscapes. North America, particularly the United States and Canada, features robust demand due to stringent regulatory environments such as HIPAA, SOX, and FOIA. Europe’s adoption of GDPR enforces high standards for data privacy and retention, creating opportunities for Records Managers skilled in European data protection statutes.

Emerging markets in Asia-Pacific (including Australia, Singapore, and Japan) are rapidly adopting mature records management practices to improve operational efficiencies and meet global business standards. Multinational corporations with cross-border legal and regulatory obligations often seek professionals experienced in managing records across multiple jurisdictions.

Government agencies worldwide represent a stable employment sector given their extensive requirements for historical record maintenance and public transparency. The public sector broadly relies on Records Managers to support archival functions, FOIA responses, and disaster recovery readiness.

Remote and hybrid work models have expanded, especially in developed economies, enabling Records Managers to offer consultancy and advisory services across regions. However, roles requiring management of physical archives tend to remain location-bound. Fluency in languages besides English and strong knowledge of country-specific regulations can unlock additional international career opportunities.

Job Market Today

Role Challenges

The Records Management field faces significant pressure adapting to accelerating digital transformation. Many organizations struggle with legacy systems that hinder automation and efficient retrieval. Compliance requirements continuously evolve alongside data privacy laws like GDPR and CCPA, increasing the complexity of maintaining legally defensible records. The sheer volume and diversity of digital content create challenges in classification, storage costs, and timely disposal. Change management is another hurdle, as employees often resist adopting new recordkeeping policies or tools. Proactively addressing cybersecurity risks associated with electronic records storage remains a constant concern.

Growth Paths

Growing recognition of information as a critical business asset positions Records Managers to play central roles in enterprise data governance. The rise of cloud computing and AI-powered classification tools presents an opportunity to enhance records workflows and analytics capabilities. Companies increasingly integrate records management with broader compliance, risk, and knowledge management strategies, expanding demand for skilled professionals. Digital archiving, hybrid records management, and consultancy roles are emerging growth areas. Public and private sectors alike seek experts who can ensure data integrity and support litigation readiness in increasingly complex regulatory environments.

Industry Trends

Industry trends reveal rapid adoption of electronic document and records management systems (EDRMS), cloud-based storage solutions, and automated retention scheduling. Artificial intelligence and machine learning assist with automated classification, metadata tagging, and compliance monitoring. Records Managers leverage data analytics to optimize storage and retrieval, while blockchain technology is being explored for records authenticity and tamper-proof audit trails. The shift toward paperless offices accelerates the need for expertise in digital record lifecycle management. Enhanced focus on privacy, data protection, and sustainability in records disposal practices are also driving innovation and cross-functional collaboration.

A Day in the Life

Morning (9:00 AM - 12:00 PM)

Focus: Records Audits and Compliance Reviews

Review recent document archival and disposal activities for policy adherence.
Update retention schedules based on latest regulatory changes.
Collaborate with legal and compliance teams on ongoing audits and information requests.
Respond to staff queries regarding classification or record handling procedures.

Afternoon (12:00 PM - 3:00 PM)

Focus: Systems Management and Training

Coordinate with IT to troubleshoot electronic records management software issues.
Analyze records data to identify inefficiencies or redundancies.
Develop and deliver training sessions on new records policies or software features.
Prepare documentation for upcoming system upgrades or migrations.

Late Afternoon (3:00 PM - 6:00 PM)

Focus: Strategic Planning and Collaboration

Meet with cross-functional stakeholders to align records governance with business goals.
Research emerging technologies and best practices for integrating into management systems.
Draft reports on records management metrics for senior leadership.
Plan projects related to data security, disaster recovery, or regulatory compliance.

Work-Life Balance & Stress

Stress Level: Moderate

Balance Rating: Good

Records Managers often experience a stable work-life balance with regular office hours and predictable workloads. Periodic spikes in stress can occur during audits, regulatory deadlines, or system rollout projects. The role demands attention to detail and responsibility for data integrity, which can create pressure, but most organizations provide structured environments and resources to support staff. Flexibility in work arrangements is increasing, especially in roles focused on electronic records management, contributing positively to balance.

Skill Map

This map outlines the core competencies and areas for growth in this profession, showing how foundational skills lead to specialized expertise.

Foundational Skills

Core knowledge every Records Manager needs to effectively organize and maintain organizational information.

Records retention scheduling
Physical and electronic records classification
Information lifecycle management
Regulatory compliance basics
Metadata application and management

Technical and Specialized Skills

Advanced competencies for managing digital records and compliance complexities.

Electronic Document and Records Management Systems (EDRMS)
eDiscovery software proficiency
Legal holds and litigation readiness
Data privacy laws and regulations (GDPR, HIPAA, etc.)
Information governance frameworks
Data security and encryption

Professional & Management Skills

Essential soft skills and management capabilities to lead and integrate records functions effectively.

Policy development and implementation
Process improvement and workflow analysis
Training and staff development
Cross-departmental collaboration
Project management
Effective communication

Pros & Cons for Records Manager

✅ Pros

Integral role in maintaining organizational compliance and reducing legal risk.
Opportunities to work cross-functionally with multiple departments.
Growing demand due to digital transformation and regulatory complexity.
Work balances administrative detail with strategic project involvement.
Potential to influence organizational information governance policies.
Variety of career paths from hands-on to executive leadership roles.

❌ Cons

Can involve significant responsibility with legal and regulatory implications.
Sometimes repetitive administrative tasks managing large volumes of records.
Need to keep up continually with evolving laws and technology.
May encounter resistance from staff towards new policies or procedures.
Physical records management can require handling of bulky or outdated materials.
Pressure during audit periods or compliance deadlines.

Common Mistakes of Beginners

Neglecting to thoroughly understand the organization's legal and regulatory requirements, leading to compliance gaps.
Failing to implement consistent classification and metadata standards, causing disorganized records and retrieval difficulties.
Overlooking the importance of staff training, resulting in inadequate adherence to policies.
Ignoring physical records during digital transition, risking loss or misplacement.
Underestimating the need for thorough documentation of retention schedules and disposal actions.
Not regularly auditing and reviewing records systems to ensure ongoing compliance and efficiency.
Relying solely on manual processes rather than leveraging available records management technology.
Failing to coordinate across departments, leading to siloed information and inconsistencies.

Contextual Advice

Stay current with changes in data protection and records retention laws in your jurisdiction and industry.
Leverage automation and artificial intelligence tools to manage large volumes of electronic information efficiently.
Develop strong relationships with legal, IT, and compliance teams to align records management strategies.
Prioritize staff education and clear communication to improve policy compliance across the organization.
Invest in professional certifications to validate expertise and increase career opportunities.
Document processes meticulously to create audit trails and support transparency.
Plan for the interoperability of records systems during digital migrations or platform changes.
Adopt a proactive approach to risk management and disaster recovery planning related to records.

Examples and Case Studies

Transforming Paper-Based Records to Digital in a Healthcare Setting

A major hospital system embarked on a multi-year project transitioning decades of paper patient records into a secure digital records management system. The Records Manager led cross-functional teams to design classification schemas and retention schedules compliant with HIPAA and state regulations. Key challenges included mapping legacy paperwork, training clinical and administrative staff, and ensuring seamless integration with electronic health records systems. The initiative improved retrieval times by over 60% and enhanced data security with robust access controls.

Key Takeaway: Comprehensive planning, stakeholder engagement, and understanding specific industry compliance requirements are essential for successful digital transformation in records management.

Implementing Legal Holds for Multi-Jurisdiction Litigation

In response to a complex international litigation case, a multinational corporation’s Records Manager developed a legal hold process to preserve relevant documents across multiple countries. The project required aligning records retention policies with differing local laws such as Europe's GDPR and the US Federal Rules of Civil Procedure. Coordination with legal counsel, IT security teams, and regional offices was critical to effectively capturing required records while respecting privacy considerations. The process prevented spoliation and reduced litigation risks significantly.

Key Takeaway: Understanding the nuances of multi-jurisdictional legal frameworks and fostering cross-border collaboration are pivotal in records management during litigation.

Streamlining Compliance Reporting for a Financial Services Firm

A financial services company faced regulatory pressure to demonstrate transparent records management and frequent audit readiness. The Records Manager introduced an automated reporting dashboard linked to the EDRMS that tracked retention status, access logs, and disposal actions. This system reduced manual reporting time by 75% and provided real-time compliance insights for leadership. Training programs were instituted to improve employee familiarity with new systems and policies.

Key Takeaway: Integrating technology and process automation can greatly enhance efficiency and visibility in records management, especially in regulated industries.

Portfolio Tips

A strong Records Manager portfolio should showcase a blend of practical experience, technical proficiency, and strategic impact. Include detailed case studies or project summaries demonstrating your role in designing retention schedules, implementing new records management systems, or conducting compliance audits. Highlight your familiarity with industry standards and regulations such as HIPAA, GDPR, or SOX, and describe how your work ensured adherence.

Visual elements like workflow diagrams, policy excerpts, or training materials can illustrate your communication and training expertise. If you have experience with specific tools or technologies, provide examples of tool implementation, customization, or integration projects. Metrics that quantify efficiency improvements, storage cost reductions, or audit success rates will strengthen your portfolio's appeal.

Consider including professional certifications (e.g., CRM, IGP) and continuing education credentials to establish credibility. Testimonials or letters of recommendation from supervisors or cross-functional colleagues can add powerful validation. Always tailor your portfolio to the specific employer's industry and regulatory environment, emphasizing your ability to adapt and apply best practices accordingly.

Job Outlook & Related Roles

Growth Rate: 8%
Status: Growing as fast as average
Source: U.S. Bureau of Labor Statistics and ARMA International Industry Reports

Related Roles

Frequently Asked Questions

What certifications are most respected for Records Managers?

The Certified Records Manager (CRM) certification offered by the Institute of Certified Records Managers is widely recognized as a gold standard, demonstrating comprehensive knowledge in records management principles and practices. Another valuable credential is the Information Governance Professional (IGP) certification from ARMA International, which covers broader information governance concepts. Additionally, certifications in related areas such as project management (PMP) or cybersecurity (CISSP) can complement your core expertise.

How is electronic records management different from managing physical records?

Electronic records management requires expertise in digital systems, software, data security, and backup procedures, whereas physical records management focuses on storage, retrieval, preservation, and environmental concerns. While principles like classification and retention apply to both, electronic management presents challenges such as metadata management, access controls, and ensuring long-term digital preservation. Modern Records Managers often administer hybrid environments requiring competencies across both domains.

What are the biggest challenges facing Records Managers today?

Key challenges include adapting to rapidly changing data privacy laws, managing growing volumes of electronic records, integrating legacy systems with modern technologies, and ensuring compliance across complex regulatory environments. Cybersecurity threats to sensitive data and gaining organizational buy-in for consistent records management practices also present ongoing challenges. Facilitating smooth digital transformation while securing sensitive information demands continuous learning and agility.

Is experience in IT necessary for a Records Manager?

While Records Managers do not need to be IT specialists, having a strong understanding of electronic document management systems, cloud storage solutions, and cybersecurity principles is crucial. Collaboration with IT departments is frequent, making technical literacy beneficial for successful integration of records systems and addressing digital security concerns. Some technical training or upskilling in relevant tools enhances a Records Manager’s effectiveness.

How important is knowledge of legal compliance in this role?

Legal compliance is central to records management. Records Managers must ensure all documentation aligns with laws governing data retention, privacy, and access specific to their industry and jurisdiction. Failure to comply can result in legal penalties, fines, or reputational harm. Understanding regulations such as HIPAA, GDPR, FOIA, and Sarbanes-Oxley is essential, as is staying up-to-date with legislative changes.

Can Records Managers work remotely?

The feasibility of remote work depends on the nature of the organization’s records and systems. Positions focused primarily on digital records management are increasingly remote-friendly, supported by cloud technologies and virtual collaboration tools. However, roles requiring frequent access to physical archives or onsite audits generally need presence at the workplace. Hybrid models are becoming more common, balancing flexibility with operational needs.

What industries employ the most Records Managers?

Healthcare, government, legal services, financial services, and large multinational corporations are major employers of Records Managers due to their heavy data generation and strict regulatory requirements. Nonprofits, education, and manufacturing sectors also require skilled Records Managers to handle compliance, operational documentation, and archival functions. Any organization with significant data assets typically benefits from professional records management.

What career growth can a Records Manager expect?

Career progression typically advances from coordinator or specialist roles to managerial and senior leadership positions overseeing enterprise-wide information governance strategies. Some Records Managers move into related fields such as compliance, risk management, or data privacy. Gaining certifications and broadening expertise in digital transformation and information security enhances advancement opportunities. Senior-level roles involve strategic planning, policy development, and cross-departmental leadership.