Records Management
Records Management is the organized process of handling important documents and information throughout their lifecycle, from creation to disposal. It's like being a librarian for an organization's important papers and digital files. People who work in Records Management make sure documents are properly stored, easy to find when needed, kept secure, and disposed of correctly when they're no longer needed. This is especially important in government agencies and organizations that must follow strict rules about keeping and protecting information. You might also see this called "Information Management," "Document Management," or "Information Governance."
Examples in Resumes
Developed and implemented Records Management policies for a state agency of 500+ employees
Supervised Records Management and Information Management systems for confidential government documents
Led transition from paper-based to digital Records Management system
Ensured compliance with federal Document Management and Records Management regulations
Typical job title: "Records Managers"
Also try searching for:
Where to Find Records Managers
Professional Associations
Job Boards
Professional Networks
Example Interview Questions
Senior Level Questions
Q: How would you develop and implement a records management policy for a large organization?
Expected Answer: A strong answer should cover creating comprehensive policies, considering legal requirements, training staff, choosing appropriate systems, and managing the transition process. They should mention experience with leading such initiatives.
Q: How do you handle conflicting retention requirements between different regulations?
Expected Answer: Should demonstrate knowledge of various regulations, explain how to analyze requirements, and describe a systematic approach to resolving conflicts while maintaining compliance with all applicable laws.
Mid Level Questions
Q: What steps would you take to transition from paper to digital records?
Expected Answer: Should explain the process of planning the transition, including document scanning, indexing, quality control, and training staff on new systems while maintaining access to necessary records throughout the process.
Q: How do you ensure sensitive information is properly protected?
Expected Answer: Should discuss different levels of document classification, access controls, secure storage methods, and proper disposal procedures for both physical and electronic records.
Junior Level Questions
Q: What is a retention schedule and why is it important?
Expected Answer: Should explain that a retention schedule determines how long different types of documents need to be kept and when they can be destroyed, based on legal requirements and business needs.
Q: How do you organize and track physical records?
Expected Answer: Should describe basic filing systems, labeling practices, check-out procedures, and methods for tracking document location and movement.
Experience Level Indicators
Junior (0-2 years)
- Basic filing and organization methods
- Understanding of retention schedules
- Document tracking and retrieval
- Basic records software use
Mid (2-5 years)
- Records policy implementation
- Digital records management
- Compliance monitoring
- Staff training and supervision
Senior (5+ years)
- Policy development and implementation
- Department management
- Disaster recovery planning
- Records system design and optimization
Red Flags to Watch For
- No knowledge of retention schedules or legal requirements
- Lack of experience with records management software
- Poor understanding of confidentiality and security principles
- No experience with compliance regulations
Need more hiring wisdom? Check these out...
Building an Unshakable ATS Data Governance Framework: A Guide to Protecting Your Recruitment Goldmine
Navigating Compliance: Structuring On-the-Job Training in Regulated Industries
Global Compliance Checks: The Hidden Puzzle Pieces of Background Screening Revealed
