How to hire a records management analyst

How to hire a records management analyst, step by step

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

What does a records management analyst do?

Post a records management analyst job for free, promote it for a fee

Post free

1. Identify your hiring needs

   The records management analyst 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

   No

   A records management analyst's background is also an important factor in determining whether they'll be a good fit for the position. For example, records management 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.

   The following list breaks down different types of records management analysts and their corresponding salaries.

   Type of Records Management Analyst	Description	Hourly rate
   Records Management 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	$15-33
   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:

   • Recordkeeping
   • Technical Support
   • Management Training
   • PowerPoint
   • Data Entry
   • Rim
   • SharePoint
   • Retention Schedules
   • Offsite Storage
   • DOD
   • Enterprise Content Management
   • Sops
   • Litigation
   • Federal Regulations

   Check all skills

   Responsibilities:

   • Manage drug research applications submit by drug companies and streamline administrative operation by coordinating with various departments within FDA.
   • Provide assistance in support of records inventories and submit SF-115s to NARA for approval.
   • Ensure appropriate transmittal documentation forms are completed correctly, prior to the transportation of classify information to NARA.
   • Conform to HIPPA regulations ensuring security of personal information.
   • Select as test pilot for new SharePoint electronic decoration and evaluation program.
   • Develop custom scheduler web-part for integrating custom corporate calendar events and outlook resource management using SharePoint client object model.

   More records management analyst duties

3. Make a budget

   Including a salary range in the records management analyst job description is a good way to get more applicants. A records management analyst salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

   For example, the average salary for a records management analyst in Alabama may be lower than in Maryland, and an entry-level engineer typically earns less than a senior-level records management analyst. Additionally, a records management analyst with lots of experience in the field may command a higher salary as a result.

   Average records management analyst salary

   $47,594yearly

   $22.88 hourly rate

   ---

   Entry-level records management analyst salary

   $32,000 yearly salary

   Updated December 17, 2025

   Average records management analyst salary by state

   Rank	State	Avg. salary	Hourly rate
   1	District of Columbia	$63,518	$31
   2	Maryland	$63,509	$31
   3	California	$60,438	$29
   4	New York	$56,748	$27
   5	Virginia	$55,230	$27
   6	Minnesota	$54,020	$26
   7	Texas	$51,991	$25
   8	Illinois	$48,221	$23
   9	North Carolina	$48,201	$23
   10	Colorado	$45,030	$22
   11	Arkansas	$38,100	$18

   Average records management analyst salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Barclays	$88,170	$42.39
   2	Citi	$76,843	$36.94	18
   3	Gap Inc.	$56,571	$27.20
   4	Texas Health Resources	$48,881	$23.50	7
   5	Promesa	$47,009	$22.60
   6	USAA	$45,586	$21.92	14
   7	ANSER	$44,129	$21.22
   8	Rangam Consultants	$43,857	$21.09
   9	Peraton	$42,916	$20.63	27
   10	Chenega	$42,719	$20.54	9
   11	Kelly Services	$42,682	$20.52	16
   12	Science	$42,452	$20.41
   13	Broken Hill Proprietary	$42,452	$20.41
   14	Trinity Health	$42,303	$20.34	17
   15	Bank of America	$41,175	$19.80	21
   16	SAIC	$40,689	$19.56	18
   17	Vencore	$40,425	$19.44	1
   18	Randstad North America, Inc.	$40,371	$19.41	1
   19	CACI International	$38,086	$18.31	64
   20	Florida Department of Transportation	$31,182	$14.99

4. Writing a records management analyst job description

   A records management analyst 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 management analyst job description:

   Records management analyst job description example

   JOB INFORMATION
   
   See NOTE(S) below for future wage increases and/or additional compensation opportunities.
   
   Records Management Analyst positions plan, organize and implement all document control procedures for an automated records control system; analyze paper and document flow patterns and recommend changes and improvements to work processes to control and optimize document processing; oversee and coordinate the collection, indexing, imaging, storage and traceability of documents; prepare flow charts and procedures manuals depicting the steps for document control and storage; study and develop records retention schedules based on legal, historical, departmental and other requirements; ensure the access and availability of documents to appropriate parties while maintaining the security of documents and the records management system; study administrative problems with the records management unit; make appropriate recommendations and alterations to unit configuration and procedures; provide technical expertise in the development of vital records listing; compile and maintain records system documentation; develop and maintain the division or department technical libraries; act as a liaison between the division or department and others on records matters; respond to subpoenas and other official requests for records; serve as the records expert in litigation processes and establish protocols to handle attorney/client and other proprietary documents; review, evaluate and select various records management program software and hardware; coordinate data systems analysis and hardware purchases with consultants and department data systems staff; prepare cost benefit and other analyses for system development, upgrade and process improvement; supervise records management and technical staff; manage the records management unit budget; and perform other duties as assigned.
   
   NOTES:
   
   * The following wage increase is scheduled to take effect for Records Management Analyst: 5% effective 4/1/23.
   * Eligible benefitted employees originally hired on or after July 10, 2021, will be automatically enrolled in the San Diego City Employees Retirement System (SDCERS).
   
   MINIMUM REQUIREMENTS
   
   You must meet the following requirements on the date you apply, unless otherwise indicated.
   
   EDUCATION/EXPERIENCE: You must meet ONE of the following options:
   
   * Bachelor's Degree or equivalent education (i.e., minimum completed units = 120 semester/180 quarter) AND two years of full-time professional records management experience in at least ONE of the following: Management of a Records Management program; records creation and use; active records systems; inactive records systems; records appraisal, retention and disposal; records protection; records and information management technology.
   * A valid certification as a Certified Records Manager (C.R.M.) from the Institute of Certified Records Managers (I.C.R.M.).

   Copy this example

   

5. Post your job

   To find the right records management analyst for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with records management analysts they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit records management analysts who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your records management analyst job on Zippia to find and recruit records management 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 management 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 management analyst

   Once you have selected a candidate for the records management analyst 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 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.

   Once that's done, you can draft an onboarding schedule for the new records management analyst. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

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.)

   Sign up to download full list

   Sign up

How much does it cost to hire a records management analyst?