Administrative

Records Management Specialist job description

A Records Management Specialist oversees organizational document lifecycles using EDRMS platforms, ensuring NARA compliance and information governance.

Published June 29, 2024Updated May 9, 20261124 likes

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Job brief

We are seeking a detail-oriented Records Management Specialist to lead our enterprise-wide information governance program and ensure full regulatory compliance across our multi-location operations. In this role, you will modernize our records lifecycle processes, implement cutting-edge EDRMS solutions, and work directly with executive leadership, legal counsel, and department heads to establish best practices that protect our organization from compliance risks. If you have a passion for transforming chaotic information environments into streamlined, audit-ready systems using industry-leading technology platforms, this position offers significant professional growth and organizational impact.

Key highlights

Design and maintain comprehensive retention schedules aligned with NARA guidelines, state regulations, and industry standards using tools like Colligo or OpenText
Implement automated classification workflows in Microsoft 365 or Google Workspace to ensure consistent metadata application across all document types
Collaborate with legal teams to execute litigation holds using specialized e-discovery platforms such as Relativity or Exterro
Conduct quarterly compliance audits of departmental filing systems and prepare detailed remediation reports for senior management review

What is a Records Management Specialist?

A Records Management Specialist is an information governance professional who develops and implements systematic approaches to creating, maintaining, storing, and disposing of organizational records throughout their lifecycle. Working with Electronic Document and Records Management Systems (EDRMS) such as SharePoint, M-Files, or Laserfiche, Records Management Specialists ensure compliance with federal regulations like NARA guidelines, HIPAA, and industry-specific retention requirements. Their expertise in classification schemes, metadata standards, and legal hold procedures is critical to organizational risk management, audit readiness, and efficient information retrieval across departments.

What does a Records Management Specialist do?

A Records Management Specialist conducts daily audits of digital and physical filing systems, implements retention schedules using specialized software like Iron Mountain InSight or Access Unify, and trains employees on proper document classification procedures. They collaborate with legal teams to execute litigation holds, work with IT departments to configure automated retention rules in systems like Microsoft Purview or Google Vault, and prepare detailed reports for compliance audits and regulatory inspections. They also design taxonomies and metadata schemas, oversee secure document destruction processes, and respond to Freedom of Information Act (FOIA) requests by locating and preparing responsive records within statutory timeframes.

Key responsibilities

Design and maintain comprehensive retention schedules aligned with NARA guidelines, state regulations, and industry standards using tools like Colligo or OpenText
Implement automated classification workflows in Microsoft 365 or Google Workspace to ensure consistent metadata application across all document types
Conduct quarterly compliance audits of departmental filing systems and prepare detailed remediation reports for senior management review
Collaborate with legal teams to execute litigation holds using specialized e-discovery platforms such as Relativity or Exterro
Train department staff on proper records creation, naming conventions, and disposal procedures through hands-on workshops and digital learning modules
Oversee secure destruction of expired records through certified vendors while maintaining detailed certificate-of-destruction documentation
Respond to FOIA requests and internal record retrieval requests within regulatory timeframes using advanced search capabilities
Develop disaster recovery protocols for critical records and coordinate with IT teams on backup verification and restoration testing procedures

Requirements and skills

Bachelor's degree in Information Science, Library Science, or Records Management, with CRM (Certified Records Manager) certification preferred
3+ years of hands-on experience with EDRMS platforms such as SharePoint, Laserfiche, M-Files, or OpenText Content Server
Deep knowledge of federal records regulations including NARA guidelines, ARMA principles, and industry-specific compliance requirements like HIPAA or SOX
Proficiency in Microsoft 365 governance tools including Purview, Compliance Manager, and Advanced eDiscovery for automated policy enforcement
Experience designing taxonomies, controlled vocabularies, and metadata schemas for large-scale document repositories
Strong analytical skills with ability to assess information risks and recommend mitigation strategies to executive stakeholders
Excellent project management abilities including experience leading cross-departmental initiatives and change management processes
Professional certification in information governance such as IGP (Information Governance Professional) or CIPP (Certified Information Privacy Professional) highly valued

FAQs

What does a Records Management Specialist do on a daily basis?

A Records Management Specialist spends their day monitoring automated retention policies in EDRMS platforms, reviewing departmental filing practices for compliance gaps, and responding to urgent record retrieval requests from legal and executive teams. They regularly audit digital repositories using tools like Microsoft Purview or Iron Mountain InSight, train employees on proper document classification procedures, and prepare compliance reports for regulatory bodies. Much of their time involves working with metadata schemas, configuring automated workflows, and ensuring that litigation holds are properly implemented across all relevant systems and departments.

What qualifications do you need to become a Records Management Specialist?

Most Records Management Specialist positions require a bachelor's degree in Information Science, Library Science, or a related field, along with professional certifications like CRM (Certified Records Manager) or IGP (Information Governance Professional). Employers highly value 2-4 years of experience with EDRMS platforms such as SharePoint, Laserfiche, or OpenText, plus deep knowledge of federal regulations like NARA guidelines and FOIA requirements. Technical skills in Microsoft 365 governance tools, metadata management, and e-discovery platforms like Relativity are increasingly essential as organizations digitize their records management programs.

Who does a Records Management Specialist work with in an organization?

Records Management Specialists collaborate extensively with legal counsel on litigation holds and compliance matters, work closely with IT departments to configure EDRMS systems and automated retention policies, and partner with department heads to implement proper filing procedures. They regularly interface with executive leadership during audit preparations, coordinate with HR teams on employee records policies, and work with external vendors for secure document destruction services. They also serve as the primary liaison with regulatory bodies during inspections and often lead cross-functional committees focused on information governance and data privacy initiatives.

Why is a Records Management Specialist important for modern organizations?

Records Management Specialists are critical for protecting organizations from regulatory penalties, litigation risks, and operational inefficiencies caused by poor information governance. With regulations like GDPR, HIPAA, and SOX requiring strict documentation controls, organizations face millions in potential fines without proper records management oversight. These specialists ensure that critical business information is preserved according to legal requirements while eliminating unnecessary storage costs through systematic disposal of expired records. Their expertise in modern EDRMS platforms and automated compliance tools enables organizations to scale their operations while maintaining audit readiness and reducing the risk of data breaches or regulatory violations.