Records manager: Job description

Records managers are responsible for the effective and appropriate management of an organisation's records from their creation through to their eventual disposal. They provide access to accurate records for a range of operational and strategic purposes and liaise with senior managers in order to improve the organisation's efficiency and to help ensure the preservation of archives for the future.

Records managers ensure that legal obligations are met for the creation and retention of both paper and electronic records. This includes controlling the number of records created and stored, and identifying which records are to be preserved for historical and research purposes and which should be destroyed.

Records management is often closely related to knowledge and information management, as well as information compliance (data protection and freedom of information), and some jobs will be an amalgamation of these roles.

Typical work activities

Tasks vary depending on the nature of the role. Records management may form the whole or only part of the job along with other information-related activities, such as knowledge and information management, data protection, freedom of information and information governance. However, typical work activities are likely to include:

• storing, arranging, indexing and classifying records;
• facilitating the development of filing systems, and maintaining these to meet administrative, legal and financial requirements;
• devising and ensuring the implementation of retention and disposal schedules;
• overseeing the management of electronic and/or paper-based information;
• setting up, maintaining, reviewing and documenting records systems;
• identifying the most appropriate records management resources;
• advising on and implementing new records management policies and classification systems;
• providing a policy framework to guide staff in the management of their records and use of the employer's records system;
• ensuring compliance with relevant legislation and regulations;
• standardising information sources throughout an organisation or group of organisations;
• managing the changeover from paper to electronic records management systems;
• preserving corporate memory and heritage;
• resolving problems with information management by effective use of software and other information management resources;
• enabling appropriate access to information;
• responding to internal and/or external information enquiries;
• advising on highly complex legal and regulatory issues, often involving difficult judgements in controversial areas such as the Freedom of Information Act and other national or regional legislation;
• managing and monitoring budgets and resources;
• training and supervising records staff;
• advising staff in other departments on the management of their records and information.