How to hire a records analyst

How to hire a records analyst, step by step

Here's a step-by-step records analyst hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a records analyst job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new records analyst
• Step 8: Go through the hiring process checklist

What does a records analyst do?

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1. Identify your hiring needs

   First, determine the employments status of the records analyst you need to hire. Certain records analyst roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A records analyst's background is also an important factor in determining whether they'll be a good fit for the position. For example, records analysts from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   Here's a comparison of records analyst salaries for various roles:

   Type of Records Analyst	Description	Hourly rate
   Records Analyst	Medical records and health information technicians, commonly referred to as health information technicians, organize and manage health information data. They ensure its quality, accuracy, accessibility, and security in both paper and electronic systems... Show more	$14-29
   Health Care Administrator	A health care administrator is primarily in charge of overseeing the daily administrative operations of medical and health care facilities. They are responsible for setting objectives, establishing guidelines and employee schedules, maintaining accurate records, gathering and analyzing data, developing strategies to optimize operations, and coordinating with nurses, physicians, patients, and other health care experts... Show more	$23-45
   Health Information Technician	A health information technician is primarily responsible for managing and handling patient information, ensuring accuracy and confidentiality. They coordinate with various health care workers to gather patient data, laboratory results, test findings, and medical histories, encoding them in clinical databases in a timely and efficient manner... Show more	$12-21

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • PowerPoint
   • SharePoint
   • Retention Schedules
   • Hard Copy
   • FAA
   • Retrieve Data
   • Computer System
   • Provide Customer Support
   • Word Processing Software
   • EHR
   • Law Enforcement Agencies
   • HIPAA
   • Subpoenas

   Check all skills

   Responsibilities:

   • Manage the research, processing and auditing of maintenance records from all maintenance facilities to ensure FAA compliance.
   • Ensure compliance with all HIPAA requirements
   • Assist in the execution of search warrants and submissions of subpoenas.
   • Train new staff on FDA regulate & non-FDA regulate eBDR procedures.
   • Examine documents to ensure compliance with HIPAA, FERPA, and other applicable law.
   • Update forms on an ongoing basis to conform to HIPPA policies and school needs.

   More records analyst duties

3. Make a budget

   Including a salary range in your records analyst job description is one of the best ways to attract top talent. A records analyst can vary based on:

   • Location. For example, records analysts' average salary in south carolina is 37% less than in new jersey.
   • Seniority. Entry-level records analysts 50% less than senior-level records analysts.
   • Certifications. A records analyst with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a records analyst's salary.

   Average records analyst salary

   $44,714yearly

   $21.50 hourly rate

   ---

   Entry-level records analyst salary

   $31,000 yearly salary

   Updated December 8, 2025

   Average records analyst salary by state

   Rank	State	Avg. salary	Hourly rate
   1	District of Columbia	$58,108	$28
   2	Maryland	$58,092	$28
   3	Virginia	$56,819	$27
   4	New York	$56,347	$27
   5	Massachusetts	$55,234	$27
   6	California	$50,808	$24
   7	Michigan	$47,041	$23
   8	Georgia	$45,130	$22
   9	Iowa	$44,768	$22
   10	Maine	$44,590	$21
   11	Texas	$43,863	$21
   12	Florida	$42,629	$20
   13	North Carolina	$42,446	$20
   14	Washington	$42,391	$20
   15	Indiana	$41,557	$20
   16	Arizona	$41,319	$20
   17	Alabama	$39,367	$19
   18	Colorado	$37,929	$18
   19	South Carolina	$36,752	$18

   Average records analyst salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Guidehouse	$78,617	$37.80	28
   2	Kent Daniels & Associates	$70,390	$33.84	2
   3	Wayne County, Michigan	$55,000	$26.44
   4	Carilion Clinic	$53,351	$25.65
   5	Loma Linda University Health	$52,175	$25.08	7
   6	La Paloma Urgent Care & Physician Offices	$50,340	$24.20
   7	University of California-Berkeley	$49,693	$23.89
   8	Travis County	$49,580	$23.84	1
   9	Geisinger Medical Center	$48,821	$23.47	25
   10	Georgetown University	$48,519	$23.33	4
   11	PSEA	$46,898	$22.55
   12	Job Corps	$46,194	$22.21
   13	University of Rochester	$45,403	$21.83	13
   14	University of Iowa Center for Advancement	$44,192	$21.25	1
   15	PDC Energy	$43,853	$21.08
   16	Gaudenzia	$43,679	$21.00
   17	Virginia Commonwealth University	$43,636	$20.98
   18	Appalachian Regional Healthcare	$43,420	$20.88	5
   19	Citizen Advocates Inc	$43,321	$20.83
   20	Camp Adventure Child and Youth Services	$42,584	$20.47

4. Writing a records analyst job description

   A job description for a records analyst role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a records analyst job description:

   Records analyst job description example

   • Secret Clearance
   • BS/BA degree
   • 3-5 years' experience in relevant Records and Information Management field. Fields include records schedules, electronic records management, records policy development and coordination across various stakeholder groups.
   • Prior experience as a NARA-certified federal government Records Manager (RM) or Records Liaison Officer (RLO) would be greatly preferred;
   • Experience designing and implementing a Records Management program for a federal organization or office;
   • Familiarity with Records Management laws, rules (CFR -- Code of Federal Regulations) and (NARA) regulations and how they would apply to WFMO's new RM program;
   • Application of appropriate security and privacy safeguards; and disposition criteria
   • Collaborate on the in-house maintenance burden by providing related business, technical, and management functions;
   • Experience with SharePoint or other electronic records management system.

   Axiom offers competitive compensation packages including comprehensive medical/dental/life insurance and matching 401(k) contribution.

   Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

   The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

   Company DescriptionAxiom Consultants, Inc. (Axiom) is a technology, science & engineering and management consulting firm whose expertise assists our clients improve their operations, strategies and reach their modernization goals. Our tailored solutions focus on delivering excellence to our clients while taking into consideration their challenges and organizational needs.

   Copy this example

   

5. Post your job

   There are a few common ways to find records analysts for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your records analyst job on Zippia to find and recruit records analyst candidates who meet your exact specifications.
   • Use field-specific websites such as healthcarejobsite, health jobs nationwide, hospitalcareers, medreps.com.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit records analysts, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new records analyst

   Once you've found the records analyst candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire a records analyst?