Records Manager Resume Examples & Guide

Landing a Records Manager position can be challenging in today’s competitive job market. Applicant Tracking Systems (ATS) filter out countless resumes, and fierce competition demands a standout application. This guide provides Records Manager resume examples for every experience level, ensuring you make a lasting impression.

• Quantify Achievements: Use numbers and data to showcase the impact you’ve made in previous roles.
• Highlight Relevant Skills: Emphasize skills like database navigation, records management software proficiency, and regulatory compliance knowledge.
• Tailor to Job Description: Customize your resume to match the specific requirements and keywords listed in each job posting.
• Optimize for ATS: Use a clean, ATS-friendly format and incorporate relevant keywords throughout your resume.
• Use Action Verbs: Start your bullet points with strong action verbs to describe your accomplishments and responsibilities.
• Showcase Problem-Solving: Highlight instances where you identified and resolved records management challenges.
• Demonstrate Compliance Knowledge: Emphasize your understanding of relevant regulations and industry standards.

Let’s explore some Records Manager resume examples to help you craft your own compelling application.

Entry-Level Records Manager Resume (0-2 Years Experience)

This entry-level Records Manager resume focuses on showcasing transferable skills, relevant coursework, and a strong understanding of records management principles. It emphasizes potential and eagerness to learn, making it ideal for candidates with limited professional experience.

Candidate Snapshot:

Name: Jane Doe

Education: Bachelor’s Degree in Information Management

Top 3 Soft Skills: Attention to Detail, Organization, Communication

Why this works:

• Academic Focus: For a Records Manager, relevant coursework like information governance, database management, or archival studies helps prove theoretical knowledge despite a lack of practical experience.
• Transferable Soft Skills: Attention to detail is vital for a Records Manager, as accuracy is crucial when organizing and maintaining records. Similarly, strong communication skills are essential for collaborating with colleagues and stakeholders.
• Keyword Integration: The resume includes specific entry-level keywords for Records Manager roles, such as ‘data entry,’ ‘document control,’ and ‘records management software,’ to pass ATS scans.

Mid-Level Records Manager Resume (3-7 Years Experience)

This mid-level Records Manager resume highlights experience in managing records systems, implementing compliance procedures, and improving efficiency. It emphasizes quantifiable achievements and demonstrates a proven track record of success.

Candidate Snapshot:

Name: John Smith

Key Achievement: Implemented a new records management system that reduced retrieval time by 30%.

Core Hard Skills: Records Management Systems, Compliance, Data Migration

Why this works:

• Industry-Specific Metrics: For a Records Manager, reducing retrieval time, improving data accuracy rates, or decreasing storage costs are key performance indicators that demonstrate value to potential employers.
• Tool Proficiency: Listing specific software like SharePoint, Documentum, or OpenText proves the candidate is ‘plug-and-play’ ready and can quickly contribute to the team’s productivity.
• Problem-Solution Format: The bullet points demonstrate the ability to solve common Records Manager problems, such as inefficient retrieval processes or lack of compliance with regulatory requirements.

Senior Records Manager Resume (8+ Years / Management)

This senior-level Records Manager resume showcases leadership experience, strategic planning skills, and a proven ability to manage large-scale records management programs. It emphasizes accomplishments in improving efficiency, reducing risk, and ensuring compliance.

Candidate Snapshot:

Name: Sarah Johnson

Teams Managed: 10+

Budget Size: $500,000+

Certifications: Certified Records Manager (CRM)

Why this works:

• Strategic Leadership: The summary shifts focus from ‘doing tasks’ to ‘leading strategy’ which is required for a Senior Records Manager, emphasizing skills like program development, policy creation, and risk management.
• Scale & Scope: Explicitly stating ‘Budget Size’ and ‘Team Count’ proves the candidate can handle the high-stakes environment of senior Records Manager roles, demonstrating the ability to manage significant resources and personnel.
• Elite Certifications: Listing advanced credentials like Certified Records Manager (CRM) or Information Governance Professional (IGP) acts as a trust signal for executive-level Records Manager hiring managers, validating expertise and commitment to the profession.

How to Write a Records Manager Resume

The Resume Summary

The resume summary is your first opportunity to grab the recruiter’s attention. It should be a concise and compelling overview of your skills and experience, tailored to the specific Records Manager position you’re applying for. Use this formula: [Years of Experience] + [Relevant Skills] + [Key Achievement] + [Career Goal]

Entry-Level Example: Recent graduate with a Bachelor’s degree in Information Management and a strong foundation in database management and document control. Eager to apply my skills and knowledge to contribute to the success of a dynamic records management team.

Mid-Level Example: Experienced Records Manager with 5+ years of experience in developing and implementing records management systems. Proven ability to improve efficiency, ensure compliance, and reduce costs. Seeking a challenging role where I can leverage my skills and experience to contribute to the success of a dynamic organization.

Senior-Level Example: Strategic and results-oriented Senior Records Manager with 10+ years of experience leading and managing large-scale records management programs. Proven ability to improve efficiency, reduce risk, and ensure compliance. Seeking a challenging leadership role where I can leverage my skills and experience to drive organizational success.

Work Experience & Action Verbs

When describing your work experience, focus on your achievements rather than simply listing your duties. Use strong action verbs to highlight your accomplishments and quantify your results whenever possible.

• Before: Responsible for data entry. After: Entered and maintained data for over 5,000 records, ensuring 99% accuracy.
• Before: Assisted with document control. After: Managed document control processes, ensuring compliance with regulatory requirements and reducing errors by 15%.
• Before: Maintained records retention schedules. After: Developed and maintained records retention schedules, resulting in a 10% reduction in storage costs.
• Before: Trained employees on records management policies. After: Trained over 50 employees on records management policies and procedures, improving compliance and reducing risk.
• Before: Managed data migration projects. After: Successfully managed data migration projects, ensuring data integrity and accuracy and minimizing disruption to business operations.

Top Skills for Records Managers

Here are some of the top skills that Records Managers should highlight on their resumes:

• Hard Skills:
• Records Management Systems
• Compliance
• Data Migration
• Records Retention Schedules
• Data Entry
• Document Control
• Database Management

• Soft Skills:
• Attention to Detail
• Organization
• Communication
• Problem-Solving
• Analytical Skills
• Time Management

• Tools/Software:
• SharePoint
• Documentum
• OpenText
• FileHold
• Laserfiche
• Microsoft Office Suite

Education & Certifications

In the education section, list your degrees in reverse chronological order. For entry-level candidates, highlight relevant coursework. For mid-level and senior-level candidates, focus on certifications and advanced degrees.

Recommended certifications for Records Managers include:

• Certified Records Manager (CRM)
• Information Governance Professional (IGP)
• AIIM certifications

10 Common Records Manager Resume Mistakes

1. Lack of Quantifiable Achievements: Recruiters want to see the impact you’ve made in previous roles. Avoid simply listing duties and instead quantify your accomplishments with specific numbers and metrics. For example, instead of saying “Managed records retention schedules,” say “Developed and maintained records retention schedules, resulting in a 10% reduction in storage costs.”
2. Failing to Tailor to the Job Description: Generic resumes are a red flag. Customize your resume to match the specific requirements and keywords listed in each job posting. Failing to mention specific software or compliance regulations mentioned in the job description is a missed opportunity.
3. Poor Formatting and Readability: A cluttered or poorly formatted resume is difficult to read and can be easily overlooked. Use a clean, ATS-friendly format with clear headings and bullet points. Use consistent fonts and spacing to ensure readability.
4. Grammar and Spelling Errors: Even minor grammar and spelling errors can create a negative impression. Proofread your resume carefully before submitting it. Consider asking a friend or colleague to review it as well.
5. Omitting Relevant Skills: Make sure to include all relevant skills, both hard and soft, on your resume. Tailor your skills section to match the requirements of the job description. Consider using a skills matrix to highlight your key skills and expertise.
6. Focusing on Duties Instead of Accomplishments: Recruiters know what a Records Manager does; they want to know how well you did it. Replace passive phrases like ‘Responsible for filing’ with quantified wins like ‘Implemented a new filing system that reduced retrieval time by 20%‘.
7. Not Optimizing for Applicant Tracking Systems (ATS): Many companies use ATS to filter out resumes that don’t meet certain criteria. Use a clean, ATS-friendly format and incorporate relevant keywords throughout your resume to ensure that your resume is not overlooked.
8. Lack of a Strong Summary Statement: The summary statement is your first opportunity to grab the recruiter’s attention. Use it to highlight your key skills and experience and to explain why you are the best candidate for the job.
9. Inconsistent Work History: Gaps in your work history can raise red flags. Be prepared to explain any gaps in your employment history. Consider using a functional resume format if you have significant gaps in your work history.
10. Misspelling Core Industry Terminology: Typos in general are bad, but misspelling critical tools or certifications (like ‘SharePoint’, ‘GDPR’, or ‘CRM’) acts as an immediate red flag regarding your attention to detail.

Frequently Asked Questions

1. What is the best resume format for a Records Manager? The best format depends on your experience level. Chronological formats work well for those with consistent experience, while functional formats can be useful for those with gaps in their work history.
2. What skills should I include on my Records Manager resume? Include both hard skills (e.g., records management systems, compliance) and soft skills (e.g., attention to detail, organization).
3. How do I quantify my achievements on a Records Manager resume? Use numbers and metrics to showcase the impact you’ve made in previous roles. For example, mention how you reduced storage costs or improved retrieval time.
4. How do I tailor my resume to a specific Records Manager job? Carefully review the job description and identify the key requirements and keywords. Then, customize your resume to match those requirements.
5. What certifications are valuable for Records Managers? Certified Records Manager (CRM) and Information Governance Professional (IGP) are highly valued certifications.
6. Should I include a cover letter with my Records Manager resume? Yes, a cover letter can be a valuable addition to your application. Use it to highlight your key skills and experience and to explain why you are the best candidate for the job.
7. How long should my Records Manager resume be? Aim for a one-page resume for entry-level and mid-level positions, and a two-page resume for senior-level positions.
8. What are some common mistakes to avoid on a Records Manager resume? Avoid grammar and spelling errors, lack of quantifiable achievements, and failing to tailor to the job description.
9. How important is ATS optimization for a Records Manager resume? ATS optimization is crucial to ensure that your resume is not overlooked. Use a clean, ATS-friendly format and incorporate relevant keywords throughout your resume.
10. What if I don’t have direct Records Manager experience? Focus on transferable skills and relevant coursework. Highlight any experience you have with data entry, document control, or database management.

Crafting a compelling Records Manager resume requires careful attention to detail and a strategic approach. By following the examples and tips in this guide, you can create a resume that showcases your skills, experience, and potential, and helps you land your dream job. Search more Records Manager resources on our site to further refine your job search strategy.