Torchora
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Key Responsibilities and Required Skills for a Records Manager

💰 $75,000 - $115,000

Information ManagementComplianceAdministrationInformation Governance

🎯 Role Definition

As a Records Manager, you are the custodian of our corporate memory. You're not just filing documents; you're building and managing a robust framework that governs how information is created, used, shared, stored, and ultimately disposed of. This position is the linchpin between legal, IT, and business operations, ensuring our records are compliant, accessible, and secure. You'll be the go-to expert for all things related to information lifecycle management, from developing retention policies to leading digital transformation projects that protect the organization's integrity and intellectual property.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Records Coordinator or Analyst
  • Archives Assistant or Technician
  • Paralegal with a focus on records and eDiscovery

Advancement To:

  • Senior Records Manager or Program Manager
  • Director of Information Governance
  • Chief Information Officer (CIO) or Chief Privacy Officer (CPO)

Lateral Moves:

  • Information Governance Specialist
  • Data Privacy Analyst
  • Compliance Manager

Core Responsibilities

Primary Functions

  • Develop, implement, and maintain a comprehensive, enterprise-wide records and information management (RIM) program to ensure efficient and effective control over the creation, distribution, use, maintenance, and disposition of all corporate records.
  • Design and enforce a global records retention schedule, working closely with legal counsel and business units to ensure it aligns with operational needs, legal requirements, and regulatory statutes.
  • Oversee the entire lifecycle of both physical and electronic records, from initial capture or creation through to archival or secure destruction, ensuring adherence to established policies.
  • Manage and administer the Electronic Document and Records Management System (EDRMS), serving as the primary subject matter expert for system configuration, user support, and future enhancements.
  • Lead initiatives to digitize physical records and migrate legacy data into modern, centralized information management platforms, overseeing project scope, vendor selection, and quality control.
  • Establish and manage the organization's legal hold process, collaborating with the legal department to identify, preserve, and collect relevant information in response to litigation, audits, and investigations.
  • Conduct regular compliance audits and risk assessments of departmental records management practices to identify areas of non-compliance and recommend corrective actions.
  • Develop and deliver engaging training programs for all employees to promote awareness of and compliance with records management policies, procedures, and best practices.
  • Serve as the central point of contact for all inquiries related to records access, retrieval, storage, and disposition, providing timely and accurate support to internal stakeholders.
  • Manage relationships with off-site storage vendors, including negotiating contracts, monitoring service levels, and coordinating the transfer and retrieval of physical records.
  • Formulate and maintain a vital records program to identify and protect the organization's most critical information assets from loss or disaster.
  • Author and update all documentation related to the RIM program, including policies, standards, procedures, and user guides, ensuring they remain current and accessible.
  • Advise senior leadership and business units on information governance best practices, providing strategic guidance on mitigating risks associated with information management.
  • Lead the clean-up of redundant, obsolete, and trivial (ROT) data from shared drives, email systems, and other repositories to reduce storage costs and security risks.
  • Develop and implement a consistent classification and taxonomy structure for organizing and indexing records, ensuring information is findable, accessible, and properly secured.
  • Collaborate with the IT and cybersecurity teams to ensure that records management requirements are integrated into system designs, data protection strategies, and disaster recovery plans.
  • Monitor changes in federal, state, and international privacy laws and industry regulations (such as GDPR, CCPA, HIPAA) to proactively update the RIM program and maintain compliance.
  • Prepare and present regular reports to management on the status of the RIM program, including key performance indicators, risk metrics, and project updates.
  • Manage the secure and documented destruction of records that have met their retention requirements, ensuring compliance with all legal and procedural safeguards.
  • Support the organization's data privacy framework by ensuring that personal and sensitive information within records is managed in accordance with privacy policies and regulations.

Secondary Functions

  • Conduct regular training sessions for employees on records management policies and best practices.
  • Act as a key stakeholder and subject matter expert during internal and external audits.
  • Liaise with the Legal department to manage litigation holds and eDiscovery requests effectively.
  • Stay abreast of emerging trends, technologies, and regulations in the field of records and information management.

Required Skills & Competencies

Hard Skills (Technical)

  • EDRMS Proficiency: In-depth, hands-on experience administering enterprise-level Electronic Document & Records Management Systems (e.g., SharePoint, OpenText, M-Files, Hyland OnBase).
  • Retention Schedule Development: Proven ability to research legal requirements and operational needs to create, implement, and maintain complex records retention schedules.
  • Information Governance Principles: Strong understanding of the broader concepts of information governance, including data privacy, eDiscovery, information security, and data lifecycle management.
  • Knowledge of RIM Standards: Familiarity with international and industry standards, such as ISO 15489, and best practice models like the ARMA Generally Accepted Recordkeeping Principles®.
  • Legal Hold & eDiscovery: Practical experience with the legal hold process and an understanding of the Electronic Discovery Reference Model (EDRM).
  • Data Classification & Taxonomy: Skill in developing and applying logical classification schemes, metadata models, and taxonomies to organize unstructured information.
  • Physical Records Management: Expertise in managing physical archives, including inventory control, environmental standards, and off-site storage vendor management.
  • Digital Archiving & Preservation: Knowledge of formats, strategies, and technologies for the long-term preservation of digital records.
  • Regulatory Compliance: Deep knowledge of the legal and regulatory landscape affecting records, including privacy laws (GDPR, CCPA) and industry-specific regulations.
  • Project Management: Ability to manage complex projects, such as system migrations or digitization initiatives, from conception to completion.

Soft Skills

  • Meticulous Attention to Detail: An exceptional eye for detail is non-negotiable, ensuring accuracy and consistency in all aspects of records handling.
  • Strong Organizational & Planning Skills: The ability to manage multiple priorities, complex systems, and large volumes of information in a structured and methodical way.
  • Excellent Communication: The capacity to clearly and persuasively articulate complex policies and technical concepts to both technical and non-technical audiences, both verbally and in writing.
  • Problem-Solving & Analytical Thinking: A proactive approach to identifying issues, analyzing root causes, and developing practical, effective solutions.
  • Discretion and Integrity: Unwavering commitment to confidentiality and ethical conduct when handling sensitive and proprietary information.
  • Stakeholder Management: The ability to build strong relationships and collaborate effectively with diverse stakeholders across legal, IT, finance, and business operations.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree in a relevant field.

Preferred Education:

  • Master's degree in Library and Information Science (MLIS), Archives and Records Administration (MARA), or a related discipline.
  • Professional certification such as Certified Records Manager (CRM) or Information Governance Professional (IGP) is highly desirable.

Relevant Fields of Study:

  • Information Science / Management
  • Library Science
  • Archival Studies
  • Business Administration or Law

Experience Requirements

Typical Experience Range: 5-7+ years of dedicated experience in a records and information management role, with a demonstrable track record of increasing responsibility.

Preferred: Experience includes leading a RIM program, implementing an EDRMS, and managing both physical and electronic records in a complex, regulated corporate environment.

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