Top 12 Records Manager Skills to Put on Your Resume

In today's data-driven business environment, a Records Manager plays a pivotal role in ensuring the efficient management and security of vital company records. Highlighting the top 12 skills for this position on your resume can significantly enhance your appeal to potential employers by demonstrating your proficiency in maintaining the integrity and accessibility of critical information.

Records Manager Skills

1. SharePoint
2. Documentum
3. ECM (Enterprise Content Management)
4. RM (Records Management)
5. SQL
6. Python
7. GDPR Compliance
8. ISO 15489
9. ARMA Guidelines
10. EDRMS (Electronic Document and Records Management System)
11. AIIM Principles
12. Microsoft 365

1. SharePoint

SharePoint is a web-based collaborative platform that integrates with Microsoft Office. For a Records Manager, it serves as a versatile tool for organizing, storing, and managing digital records, documents, and content, facilitating efficient records management practices and compliance with retention policies within an organization.

Why It's Important

SharePoint is important for a Records Manager as it provides a centralized, secure platform for managing, storing, and sharing organizational records, ensuring compliance with retention policies and facilitating efficient retrieval and collaboration.

How to Improve SharePoint Skills

Improving SharePoint, especially from a Records Manager perspective, involves focusing on organization, security, and compliance. Here are some concise tips:

1. Structure Your Information: Plan your site architecture meticulously to reflect your organization's needs. Use site columns and content types to ensure consistency across your data.

2. Implement Retention Policies: Utilize SharePoint's information management policies to automate the retention and deletion of records, ensuring compliance with legal and business requirements.

3. Enhance Security: Manage permissions carefully. Use SharePoint groups to control access and ensure only authorized users can view or edit sensitive information.

4. Regular Audits and Reviews: Conduct regular audits of your SharePoint environment to check for compliance, accuracy, and unauthorized access.

5. Educate Your Users: Offer training and resources to help users understand best practices for managing records in SharePoint. This improves compliance and data quality.

6. Leverage Metadata: Utilize metadata to make records easily searchable and retrievable, enhancing efficiency and compliance.

7. Use External Tools: Consider integrating SharePoint with specialized records management tools for advanced capabilities. Research and select tools that best fit your organization's specific needs.

By focusing on these areas, you can significantly improve the effectiveness of SharePoint for records management, ensuring better organization, security, and compliance.

How to Display SharePoint Skills on Your Resume

2. Documentum

Documentum is an enterprise content management platform that enables records managers to store, manage, and retrieve vast amounts of structured and unstructured information efficiently, ensuring compliance with regulatory records retention policies.

Why It's Important

Documentum is important for a Records Manager as it provides a robust enterprise content management platform, facilitating the secure storage, management, and retrieval of documents and records. This ensures regulatory compliance, improves efficiency, and enhances decision-making by maintaining accurate, accessible, and secure records.

How to Improve Documentum Skills

Improving Documentum for a Records Manager can involve several strategies aimed at enhancing efficiency, usability, and compliance. Here are concise recommendations:

1. Optimize Metadata: Ensure metadata is accurately and comprehensively applied to facilitate easy retrieval and management. AIIM provides resources on best practices for metadata management.

2. Automate Workflows: Implement or refine automation for routine tasks to reduce manual errors and increase efficiency. Documentum offers workflow capabilities that can be customized to fit specific needs.

3. Implement Retention Policies: Ensure compliance with legal and regulatory requirements by applying consistent retention policies. The ARMA International website offers guidance on developing retention schedules.

4. Training and Support: Provide comprehensive training and ongoing support to users. This can improve user adoption and correct usage. Documentum’s support page offers various resources.

5. Regular Audits and Updates: Regularly review and update the Documentum system to ensure it meets current organizational needs and industry standards. The ECM industry standards by AIIM can serve as a reference.

6. Leverage Documentum’s D2 Client: For a more configurable and user-friendly interface, consider using Documentum D2, which can improve user experience and adoption.

By focusing on these areas, a Records Manager can significantly enhance the performance and utility of Documentum within their organization.

How to Display Documentum Skills on Your Resume

3. ECM (Enterprise Content Management)

ECM (Enterprise Content Management) is a systematic approach to collecting, organizing, storing, and delivering an organization's information and documents. For a Records Manager, ECM facilitates efficient records management by ensuring secure access, compliance, and effective lifecycle management of digital and paper records.

Why It's Important

ECM is crucial for a Records Manager as it streamlines the organization, storage, and retrieval of documents and information, ensuring regulatory compliance, enhancing security, and improving operational efficiency.

How to Improve ECM (Enterprise Content Management) Skills

Improving ECM (Enterprise Content Management) involves strategic planning and execution to streamline how your organization captures, manages, stores, preserves, and delivers content and documents related to organizational processes. For a Records Manager, enhancing ECM can lead to better compliance, efficiency, and accessibility. Here’s a concise guide:

1. Assess Current State: Audit your current ECM practices to identify gaps, inefficiencies, and areas for improvement. Understand user needs, and compliance requirements.

2. Define Clear Objectives: Set specific, measurable goals for your ECM improvement project. This could include reducing document retrieval times, improving data accuracy, or enhancing compliance with regulatory requirements.

3. Implement a Classification Scheme: Develop a comprehensive classification scheme for managing records throughout their lifecycle. This helps in organizing, retrieving, and securing documents efficiently.

4. Adopt a User-Centric Design: Ensure the ECM system is user-friendly to encourage adoption among staff. Training and support are crucial.

5. Leverage Technology: Invest in ECM software that offers scalability, security, and integrates with existing systems. Features such as automation, advanced search, and mobile access can enhance productivity.

6. Establish Governance Policies: Create clear policies for managing, retaining, and disposing of records. Ensure these policies comply with legal and regulatory requirements.

7. Monitor and Review: Regularly review the system’s performance against your objectives. Solicit feedback from users and make adjustments as necessary.

For further reading and resources:

• AIIM’s ECM Guide offers insights into ECM best practices and strategies.
• ARMA International provides standards and best practices for records management and information governance.
• The ECM section on TechTarget breaks down the components and considerations for an effective ECM strategy.

By following these steps and utilizing available resources, Records Managers can significantly enhance their organization’s ECM practices, leading to improved efficiency, compliance, and information governance.

How to Display ECM (Enterprise Content Management) Skills on Your Resume

4. RM (Records Management)

Records Management (RM) involves overseeing the creation, storage, maintenance, and eventual disposal or archiving of records within an organization, ensuring legal compliance, data protection, and efficient access to information.

Why It's Important

Records Management (RM) is crucial as it ensures accurate, reliable, and accessible documentation of an organization's activities and transactions, enabling compliance, informed decision-making, risk management, and preservation of historical records and corporate memory.

How to Improve RM (Records Management) Skills

Improving Records Management (RM) involves a strategic approach focused on efficiency, compliance, and accessibility. Here are concise steps a Records Manager can take:

1. Assess Current Systems: Evaluate existing RM practices to identify areas for improvement. ARMA International offers resources for assessment.

2. Develop a Comprehensive Policy: Create or update the RM policy to ensure it covers all types of records and complies with relevant legislation. The ISO 15489-1:2016 standard provides guidelines for records management policies.

3. Implement Classification Schemes: Develop a classification scheme that reflects the organization's activities and facilitates easy access to records. The AIIM website offers insights on effective classification.

4. Adopt Appropriate Technology: Leverage digital tools for efficient records management, including Electronic Records Management (ERM) systems. Consider platforms like Microsoft 365 Compliance for comprehensive solutions.

5. Ensure Compliance and Security: Stay updated with legal requirements and enhance security measures to protect sensitive information. Resources like The National Archives offer guidance on compliance.

6. Train and Communicate: Educate staff about the importance of RM and how to comply with policies and procedures. Effective communication tools can be found at Project Management Institute.

7. Monitor and Review: Regularly audit and review the RM program to ensure it meets organizational needs and compliance requirements. Continuous improvement frameworks can be referenced through ISO standards.

These steps, supported by authoritative resources, will guide a Records Manager towards implementing a robust and efficient Records Management system.

How to Display RM (Records Management) Skills on Your Resume

5. SQL

SQL (Structured Query Language) is a standardized programming language used for managing and manipulating relational databases, enabling records managers to efficiently organize, retrieve, and maintain data records.

Why It's Important

SQL is crucial for Records Managers as it allows for efficient querying, updating, and management of vast databases, ensuring accurate, timely access to records essential for decision-making and regulatory compliance.

How to Improve SQL Skills

To improve your SQL skills as a Records Manager, focus on the following concise steps:

1. Understand SQL Basics: Grasp the foundational elements like SELECT, INSERT, UPDATE, DELETE, and WHERE clauses. W3Schools SQL Tutorial

2. Learn Advanced Queries: Dive into JOINs, subqueries, and set operations to handle complex data relationships. SQLZoo Advanced SQL

3. Optimize SQL Queries: Learn about indexing, query plans, and how to write efficient SQL statements. Use The Index, Luke!

4. Practice Regularly: Use online platforms like HackerRank or LeetCode for hands-on practice with real-world scenarios.

5. Understand Database Design: Knowing how databases are structured will help you write better queries. Database Design Tutorial

6. Stay Updated and Network: Join SQL and database management communities on platforms like Stack Overflow or Reddit.

Remember, consistent practice and staying updated on SQL advancements are key to improving your skills.

How to Display SQL Skills on Your Resume

6. Python

Python is a versatile programming language used for automating tasks, managing data, and integrating systems, making it a valuable tool for records management to streamline processes and handle large sets of information efficiently.

Why It's Important

Python is important for a Records Manager because it offers powerful and easy-to-use tools for automating data management tasks, enhancing data analysis, and integrating various data systems, ultimately improving efficiency and accuracy in record-keeping.

How to Improve Python Skills

Improving your Python skills, especially in the context of Records Management, involves focusing on areas such as data manipulation, automation, and interaction with databases. Here are concise steps with resources:

1. Learn the Basics: Ensure you have a solid understanding of Python fundamentals. Automate the Boring Stuff with Python is a great resource for learning how Python can be used for practical tasks, including file and data management.

2. Data Manipulation: Familiarize yourself with libraries like Pandas for handling datasets, which is crucial for managing records. Pandas documentation provides comprehensive guides and tutorials.

3. Database Interaction: Learn to interact with databases using SQLAlchemy or similar libraries. This is vital for Records Management systems that often rely on database operations. SQLAlchemy's documentation offers a good starting point.

4. Automation: Improve your skills in automating repetitive tasks, including records management processes, by learning libraries such as PyAutoGUI or using Python's built-in subprocess and os modules. Automate the Boring Stuff with Python has several chapters dedicated to automation.

5. Web Scraping: For collecting records from web sources, learn web scraping techniques using Beautiful Soup or Scrapy. Beautiful Soup documentation is helpful for beginners.

6. Practice and Projects: Apply your skills in real-world projects. Participate in open-source projects or start your own project tailored to records management needs. GitHub is a great platform to explore and contribute to projects.

7. Stay Updated and Network: Python and its libraries are constantly evolving. Follow Python-related blogs, join communities like Stack Overflow, or Reddit’s r/Python, and attend workshops or webinars to learn about the latest trends and best practices.

8. Advanced Topics: As you progress, delve into advanced topics like machine learning for predictive analysis of records or natural language processing for analyzing textual records. Resources like scikit-learn for machine learning and NLTK for natural language processing can be very useful.

By focusing on these areas and utilizing the recommended resources, you can significantly improve your Python skills in a Records Management context.

How to Display Python Skills on Your Resume

7. GDPR Compliance

GDPR Compliance for a Records Manager involves ensuring that personal data is processed, stored, and disposed of in accordance with the General Data Protection Regulation's principles, safeguarding individuals' privacy rights and securing data against breaches.

Why It's Important

GDPR compliance is crucial for a Records Manager because it ensures the lawful handling and protection of personal data, mitigating legal risks and upholding the organization's reputation by adhering to stringent data protection standards.

How to Improve GDPR Compliance Skills

Improving GDPR compliance as a Records Manager involves implementing effective data management practices and ensuring all personal data handling aligns with GDPR requirements. Key steps include:

1. Data Mapping: Understand the flow of personal data within your organization. Identify where it comes from, how it is processed, and who has access to it.

2. Privacy Notices: Ensure clear, accessible privacy notices are in place, informing individuals about their data being processed, the purpose, and their rights under GDPR (ICO Guide).

3. Data Protection Impact Assessments (DPIAs): Conduct DPIAs for processing activities that pose a high risk to individuals' rights and freedoms (Article 35 GDPR).

4. Data Minimization: Only collect and process data that is necessary for the specified purpose (Article 5 GDPR).

5. Security Measures: Implement appropriate technical and organizational measures to ensure a level of security appropriate to the risk, including encryption, access controls, and regular testing (Article 32 GDPR).

6. Data Subject Rights: Establish processes to promptly respond to individuals' requests to exercise their rights, such as access, rectification, erasure, and data portability (ICO Rights Guide).

7. Training and Awareness: Regularly train staff on GDPR obligations and raise awareness about data protection principles and practices.

8. Vendor Management: Ensure that third-party vendors and processors comply with GDPR requirements, particularly regarding data security and processing principles (Article 28 GDPR).

For a more comprehensive understanding and official guidelines, refer to the General Data Protection Regulation (GDPR) full text and the Information Commissioner's Office (ICO) website.

How to Display GDPR Compliance Skills on Your Resume

8. ISO 15489

ISO 15489 is an international standard that provides guidance for records management policies, procedures, systems, and practices, ensuring that records are properly created, captured, maintained, and disposed of, to support organizational operations, compliance, and accountability.

Why It's Important

ISO 15489 provides a standardized framework for managing records systematically and efficiently, ensuring compliance, enhancing accessibility, and preserving organizational knowledge, which is crucial for effective decision-making and risk management for a Records Manager.

How to Improve ISO 15489 Skills

Improving adherence to ISO 15489, the International Standard for Records Management, involves a continual process of assessment, implementation, and refinement. Here's a concise guide for Records Managers:

1. Understand the Standard: Begin by thoroughly understanding ISO 15489's requirements and recommendations. This includes both Part 1: Concepts and principles and Part 2: Guidelines. Familiarize yourself with its scope, terms, and benefits to align your organization’s records management practices accordingly.

2. Assessment: Conduct a comprehensive assessment of your current records management system against ISO 15489 standards. Identify gaps and areas for improvement, focusing on record creation, maintenance, and disposition processes.

3. Develop a Plan: Based on your assessment, develop an action plan. This should include specific, measurable, achievable, relevant, and time-bound (SMART) objectives to address gaps and ensure compliance with ISO 15489.

4. Training and Awareness: Provide training and raise awareness among staff about the importance of effective records management and their roles in achieving ISO 15489 compliance. ARMA International offers resources and training programs that can be beneficial.

5. Implement Changes: Implement the necessary changes to policies, procedures, and technologies as per your action plan. This could involve updating records management policies, adopting new technologies, or improving recordkeeping practices.

6. Monitor and Review: Establish a continuous monitoring and review process to ensure ongoing compliance with ISO 15489. This should include regular audits, feedback mechanisms, and updating documentation as necessary.

7. Continuous Improvement: Use the insights gained from monitoring and reviewing to drive continuous improvement. This involves regularly updating your records management program to adapt to changes in the organization, technology, and the standard itself.

For further information and resources, consult the ISO/TC 46/SC 11 page, which is responsible for the development of records management standards, including ISO 15489.

By following these steps, Records Managers can improve their organization’s compliance with ISO 15489, ensuring effective and efficient records management practices that support organizational goals and regulatory compliance.

How to Display ISO 15489 Skills on Your Resume

9. ARMA Guidelines

ARMA Guidelines refer to standards and best practices for managing records and information, developed by ARMA International, a professional organization focused on effective records management. These guidelines assist Records Managers in establishing, maintaining, and improving comprehensive records management programs to ensure that organizational records are managed in a compliant, efficient, and systematic manner throughout their lifecycle.

Why It's Important

ARMA Guidelines are important for a Records Manager as they provide standardized best practices for managing records and information lifecycle, ensuring legal compliance, enhancing efficiency, and mitigating risks related to recordkeeping.

How to Improve ARMA Guidelines Skills

Improving ARMA Guidelines for a Records Manager involves focusing on practical, up-to-date strategies that ensure the efficient management and preservation of records in compliance with legal and organizational requirements. Here are concise steps to enhance ARMA Guidelines:

1. Stay Updated: Regularly review and update guidelines to reflect the latest legal, technological, and industry-specific changes. ARMA International is a valuable resource for staying informed about the latest trends and standards in records management.

2. Technology Integration: Emphasize the integration of emerging technologies (e.g., AI, blockchain) for better records management. Tools like Microsoft 365 Compliance can aid in automating and securing record-keeping processes.

3. Risk Management: Include comprehensive strategies for risk assessment and mitigation, focusing on privacy, security, and data protection. The ISO 27001 standard can offer guidance on establishing and maintaining an information security management system (ISMS).

4. Training and Awareness: Advocate for continuous training and awareness programs for staff at all levels to ensure adherence to records management policies and procedures. ARMA’s Professional Development section provides resources and training opportunities.

5. Compliance and Audit: Develop clear guidelines for compliance with legal and regulatory requirements, including audit trails for record authenticity and integrity. The Records Management by Federal Agencies (44 U.S.C. Chapter 31) offers insight into U.S. federal compliance expectations.

6. Sustainability: Incorporate sustainable and environmentally friendly practices in the management of physical records. The Sustainable Development Goals by the United Nations can serve as a guide for incorporating sustainability into records management.

7. Stakeholder Engagement: Ensure active engagement with all stakeholders, including IT, legal, and business units, to align records management strategies with organizational goals. Engaging with communities like AIIM (Association for Intelligent Information Management) can provide insights into best practices and collaboration opportunities.

By updating ARMA Guidelines with these focal points, Records Managers can ensure their organizations remain efficient, compliant, and prepared for the future of records management.

How to Display ARMA Guidelines Skills on Your Resume

10. EDRMS (Electronic Document and Records Management System)

EDRMS (Electronic Document and Records Management System) is a digital system used by Records Managers to efficiently manage, store, secure, and track electronic documents and records throughout their lifecycle, ensuring compliance with legal and regulatory requirements.

Why It's Important

EDRMS is crucial for a Records Manager as it centralizes, secures, and streamlines the management, storage, and retrieval of documents and records, ensuring regulatory compliance, enhancing efficiency, and minimizing risks associated with information loss or breaches.

How to Improve EDRMS (Electronic Document and Records Management System) Skills

Improving an Electronic Document and Records Management System (EDRMS) involves strategic planning, technology optimization, and enhancing user engagement. Here’s a concise guide tailored for a Records Manager:

1. Conduct an Audit: Start by assessing the current state of your EDRMS. Identify gaps in data integrity, compliance, and user adoption. The ISO 15489 standard offers guidance on records management practices.

2. Enhance User Training: Implement comprehensive training programs to improve user competency. Focus on the benefits of the system and tailor training to different user roles. The ARMA International website provides resources on best practices and training.

3. Improve Data Quality: Standardize naming conventions, metadata, and classification schemes to enhance data retrievability and compliance. The Dublin Core Metadata Initiative offers guidelines for metadata standards.

4. Integrate Systems: Ensure your EDRMS integrates seamlessly with other business systems (e.g., CRM, ERP) for a unified workflow. Explore API capabilities and middleware solutions for integration.

5. Implement Regular Reviews: Establish a schedule for regular reviews and updates to the EDRMS to ensure it evolves with organizational and technological changes. The Project Management Institute provides methodologies for managing such projects.

6. Strengthen Security: Enhance data security measures, including access controls, encryption, and regular audits. Refer to the NIST Cybersecurity Framework for comprehensive security guidelines.

7. Foster a Culture of Compliance: Encourage a culture where records management is valued. Recognize and reward compliance and effective records management practices within the organization.

8. Leverage AI and Automation: Investigate AI and automation tools to streamline classification, tagging, and retrieval of records, reducing manual errors and improving efficiency.

9. Solicit User Feedback: Regularly gather feedback from users to identify pain points and areas for improvement. Implement a continuous improvement process to address these issues.

10. Monitor and Report: Develop metrics to measure the performance of your EDRMS and report on these regularly to stakeholders. Metrics could include user adoption rates, compliance levels, and system efficiency.

By following these steps and leveraging resources from reputable organizations, Records Managers can significantly improve the effectiveness and efficiency of their EDRMS.

How to Display EDRMS (Electronic Document and Records Management System) Skills on Your Resume

11. AIIM Principles

AIIM Principles refer to guidelines established by AIIM (Association for Intelligent Information Management) aimed at ensuring effective, efficient management and control of information assets. For a Records Manager, these principles guide the processes of capturing, managing, storing, preserving, and delivering information in a way that enhances organizational operation, compliance, and decision-making.

Why It's Important

The AIIM Principles are essential for a Records Manager as they provide a framework for managing information assets efficiently and compliantly, ensuring data integrity, security, and accessibility, while also supporting organizational decision-making and mitigating risks associated with information governance.

How to Improve AIIM Principles Skills

Improving AIIM principles for a Records Manager involves integrating digital transformation strategies, focusing on data governance, and enhancing user training. Here are concise steps with relevant links:

1. Adopt Digital Transformation: Embrace digital processes to manage records efficiently. AIIM offers resources on Digital Transformation that can guide the integration of new technologies.

2. Implement Strong Data Governance: Establish clear policies and procedures for data management. AIIM's insights on Information Governance provide a framework for setting up effective governance structures.

3. Enhance User Training: Ensure that all team members are well-trained in managing and protecting information. AIIM's Training Programs offer courses specifically designed for records management professionals.

4. Leverage Automation and AI: Utilize automation and artificial intelligence to streamline records management processes. Explore AIIM's resources on Automation and AI for practical applications in records management.

5. Strengthen Privacy and Security Measures: Adopt robust security measures to protect sensitive information. AIIM's discussion on Information Privacy and Security offers strategies to mitigate risks.

6. Embrace Cloud Solutions: Consider cloud storage and services for flexible and scalable records management. AIIM provides guidance on Cloud Services that can benefit records management practices.

7. Continuous Improvement: Regularly review and update records management policies and practices to adapt to changing regulatory requirements and technological advancements. AIIM's Best Practices section is a valuable resource for staying updated.

By focusing on these areas, a Records Manager can significantly improve the implementation of AIIM principles within their organization.

How to Display AIIM Principles Skills on Your Resume

12. Microsoft 365

Microsoft 365 is a cloud-based suite of productivity tools, including email, collaboration, and document management solutions, designed to support records management and compliance requirements.

Why It's Important

Microsoft 365 is important for a Records Manager because it offers comprehensive tools for document management, collaboration, and compliance, ensuring efficient organization, secure storage, and easy retrieval of records in line with regulatory requirements.

How to Improve Microsoft 365 Skills

Improving Microsoft 365 for Records Managers involves leveraging its robust set of tools for efficient records management, ensuring compliance, and enhancing collaboration. Here are concise strategies:

1. Utilize SharePoint for Document Management: Implement SharePoint sites to organize, store, and manage documents efficiently. Create a structured document library system, use metadata for easy retrieval, and set up retention policies. SharePoint in Microsoft 365.

2. Implement Retention Policies in Microsoft 365 Compliance Center: Define and apply retention policies across your Microsoft 365 environment to manage the lifecycle of documents and ensure compliance with regulations. Retention policies in Microsoft 365.

3. Automate Records Management with Power Automate: Use Power Automate to automate workflows, such as document approvals and archiving, reducing manual tasks and improving efficiency. Power Automate.

4. Leverage Microsoft Teams for Collaboration: Encourage the use of Microsoft Teams for secure and efficient collaboration on documents. Integrate Teams with SharePoint to provide a seamless document management experience. Microsoft Teams.

5. Educate and Train Staff: Provide training sessions and resources to staff on best practices for managing records within Microsoft 365. Ensure they understand how to use the tools effectively for compliance and efficiency. Microsoft 365 Training.

By implementing these strategies, Records Managers can improve document management, compliance, and collaboration within Microsoft 365.

How to Display Microsoft 365 Skills on Your Resume