How to hire a records and information manager

How to hire a records and information manager, step by step

Here's a step-by-step records and information manager 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 and information manager job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new records and information manager
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   The records and information manager hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

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

   Yes

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   Hiring the perfect records and information manager also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   Here's a comparison of records and information manager salaries for various roles:

   Type of Records And Information Manager	Description	Hourly rate
   Records And Information Manager	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	$22-55
   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
   Medical Service Technician	A medical service technician provides health care and treatments to patients under the supervision or directives of a more experienced physician. Most of their responsibilities revolve around assessing a patient's condition, administering required aid, diagnosing patients, conducting check-ups, and counseling patients... Show more	$11-29

   Show more

2. Create an ideal candidate profile

   Common skills:

   • CRM
   • SharePoint
   • Recordkeeping
   • Data Entry
   • Litigation
   • Business Processes
   • Nara
   • DOD
   • Enterprise Content Management
   • FOIA
   • Daily Sales
   • Customer Orders
   • Load Trucks
   • Drive Trucks

   Check all skills

   Responsibilities:

   • Utilize automated tracking and retrieval systems to manage, administer, and ensure the security/integrity of information within the FOIA office.
   • Achieve this goal by providing clear policies/justification for initiatives which impact designated FTE's.
   • Organize and arrange shipment of agency records to NARA and oversee destruction of those records.
   • Provide desktop computer support which includes diagnosing and resolving any workstation operating system software, application software or hardware problems.
   • Achieve this goal by providing clear policies/justification for initiatives which impact designated FTE's.

3. Make a budget

   Including a salary range in your records and information manager job description is a great way to entice the best and brightest candidates. A records and information manager salary can vary based on several factors:

   • Location. For example, records and information managers' average salary in hawaii is 52% less than in connecticut.
   • Seniority. Entry-level records and information managers earn 59% less than senior-level records and information managers.
   • Certifications. A records and information manager with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a records and information manager's salary.

   Average records and information manager salary

   $74,313yearly

   $35.73 hourly rate

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   Entry-level records and information manager salary

   $47,000 yearly salary

   Updated January 20, 2026

4. Writing a records and information manager job description

   A records and information manager job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of a records and information manager job description:

   Records and information manager job description example

   ASRC Federal Mission Services, a subsidiary of ASRC Federal, is seeking a Records Information Manager 5 (RIM5) to support our nationwide contract to provide the U.S. Environmental Protection Agency (EPA) with library and records management services. Essential responsibilities of the RIM5 include oversight of all records and imaging activities in the Records Center, and supervision of contract staff. The RIM5 receives direction from the EPA client and produces contract deliverables such as monthly technical and financial status reports, ad hoc reports on special or routine projects, forecasts of level-of-effort on upcoming projects, and budget projections. The RIM5 also produces various summaries of prior activities requested by the EPA client. The RIM5 produces and presents records management trainings and is a resource on records management databases, procedures, and schedules. The RIM5 will be able to analyze records management problems and design strategies and workflows to meet ongoing records management needs. The RIM5 will evaluate and balance contract staff workloads, delegate tasks and projects, and serve as a mentor to staff. The RIM5 will assist with technical duties in the Records Center as necessary, including imaging, organization, inventory, duplicate checking and data entry, retiring, and moving records. The ideal candidate should be organized and detail oriented.
   
   **_ASRC Federal and its Subsidiaries are Equal Opportunity / Affirmative Action employers. All qualified applicants will receive consideration for employment without regard to race, gender, color, age, sexual orientation, gender identification, national origin, religion, marital status, ancestry, citizenship, disability, protected veteran status, or any other factor prohibited by applicable law._**
   **Requirements** :
   
   + Bachelor's degree and eight years of records management experience, three of which should be in a supervisory role, or Master's degree and five years records management experience, three of which should be in a supervisory role,
   
   + Oral and written communication skills
   
   + Customer service skills, ability to maintain good client relations
   
   + Ability to organize, manage, plan, perform resource forecasting, and develop budgets
   
   + Ability to analyze and solve problems; ability to develop workflows and procedures
   
   + Ability to prioritize and manage multiple on-going projects, adapt to change, and meet deadlines
   
   + Detail-oriented
   
   + Physical requirements include full range of arm motion, including lifting above the head, ability to bend, stoop and kneel, ability to lift and carry 40 lbs. in weight, to push or pull 200 lbs. on carts. Candidate should also be comfortable sitting at computer workstation for long periods of time.
   
   **Additional Qualifications:**
   
   + US Citizenship or US Permanent Resident status in order to pass a government sponsored background investigation.
   
   ASRC Federal and its Subsidiaries are Equal Opportunity / Affirmative Action employers. All qualified applicants will receive consideration for employment without regard to race, gender, color, age, sexual orientation, gender identification, national origin, religion, marital status, ancestry, citizenship, disability, protected veteran status, or any other factor prohibited by applicable law.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right records and information manager for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your records and information manager job on Zippia to find and recruit records and information manager candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting records and information managers requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to 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 and information manager

   Once you have selected a candidate for the records and information manager position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   After that, you can create an onboarding schedule for a new records and information manager. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are 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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