Torchora
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Key Responsibilities and Required Skills for File Manager

💰 $65,000 - $95,000 Annually

Information ManagementRecords ManagementAdministrationOperationsCompliance

🎯 Role Definition

As our File Manager, you will be the central authority for our organization's most critical assets: its information. You will not just be filing documents; you will be architecting the systems and processes that govern how data is created, classified, stored, retrieved, and ultimately dispositioned. This strategic role is crucial for mitigating risk, ensuring regulatory compliance, and empowering our teams with seamless access to information. You will be a key partner to our legal, compliance, and IT departments, driving best practices in information governance and safeguarding the integrity of our corporate memory.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Records Coordinator
  • Document Controller
  • Paralegal or Legal Assistant
  • Senior Administrative Assistant

Advancement To:

  • Senior Records & Information Manager
  • Information Governance Manager
  • Director of Operations
  • Compliance Manager

Lateral Moves:

  • Business Systems Analyst
  • Project Coordinator
  • Data Privacy Analyst

Core Responsibilities

Primary Functions

  • Develop, implement, and continuously refine the company's comprehensive records and information management (RIM) program, including policies, procedures, and retention schedules.
  • Oversee the entire lifecycle of both physical and electronic records, from creation and classification through to archival, active use, retrieval, and secure disposition.
  • Administer and serve as the subject matter expert for the enterprise Document Management System (DMS) and/or Digital Asset Management (DAM) platform, managing user permissions, configurations, and system integrity.
  • Ensure strict adherence to legal, regulatory, and operational requirements for record-keeping, including standards like GDPR, HIPAA, SOX, and other industry-specific mandates.
  • Lead and manage the day-to-day operations of the central records department, including supervising and mentoring records clerks and support staff to ensure efficient and accurate workflow.
  • Act as the primary liaison for all record-related inquiries, eDiscovery processes, and litigation holds, coordinating directly with legal counsel and compliance teams.
  • Conduct regular, systematic audits of file systems, databases, and archives to guarantee data integrity, accuracy, and compliance with the established classification taxonomy.
  • Design and deliver comprehensive training programs for employees across all departments on proper document handling, filing protocols, data security, and the effective use of information management systems.
  • Manage relationships with off-site storage vendors, including contract negotiation, inventory management, service level agreements, and coordinating the secure retrieval and destruction of physical assets.
  • Establish and enforce a consistent, logical file naming convention and metadata tagging strategy across the enterprise to dramatically improve searchability and retrieval efficiency.
  • Generate and present detailed reports on records management activities, system usage metrics, storage capacity forecasts, and compliance status to senior leadership.
  • Collaborate closely with the IT department to develop and maintain robust security protocols, data backup procedures, and disaster recovery plans for all electronic records and file management systems.
  • Evaluate, recommend, and lead the implementation of new technologies, software, and process improvements to modernize and enhance the organization's information management capabilities.
  • Manage the intake and processing of new client matters or business files, ensuring all required documentation is captured, complete, and correctly indexed from inception.
  • Coordinate the systematic transfer of closed or inactive files to long-term archival storage or their certified destruction in strict accordance with approved retention policies.
  • Develop, maintain, and govern the firm-wide file plan and taxonomy, ensuring it evolves to support changing business needs and operational structures.
  • Serve as the go-to subject matter expert on all aspects of information governance, providing critical guidance, strategic advice, and hands-on support to all business units.
  • Meticulously manage and audit access permissions for sensitive, confidential, and proprietary information, ensuring "need-to-know" principles are rigorously applied and enforced.
  • Facilitate the secure, compliant, and efficient transfer of information and records between departments, as well as to external clients, auditors, and regulatory bodies.
  • Respond to internal and external audit requests by promptly providing accurate, complete, and verifiable documentation and evidence of compliance with RIM policies.
  • Develop and manage the departmental budget, overseeing expenditures for software licenses, third-party vendor services, storage fees, and staffing resources.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis to provide business insights.
  • Contribute to the organization's broader data strategy and technology roadmap.
  • Collaborate with business units to translate their evolving data and documentation needs into actionable engineering and process requirements.
  • Participate in sprint planning, retrospectives, and other agile ceremonies within cross-functional project teams.

Required Skills & Competencies

Hard Skills (Technical)

  • Document Management Systems (DMS): Deep proficiency with enterprise-grade DMS platforms such as iManage, NetDocuments, SharePoint, OpenText, or M-Files.
  • RIM Principles: Expert-level knowledge of Records and Information Management (RIM) principles, including the GARA (Generally Accepted Recordkeeping Principles).
  • Record Lifecycle Management: Proven experience managing the full lifecycle of physical and digital records, including retention scheduling, archival processes, and defensible disposition.
  • Regulatory Compliance: Strong, practical understanding of legal and regulatory compliance frameworks impacting record-keeping (e.g., GDPR, CCPA, HIPAA, SOX, FINRA).
  • Database & Reporting: Competency in database management concepts and the ability to use tools like SQL or advanced Excel functions for data analysis and reporting.
  • Digital Archiving: Familiarity with digital preservation standards, formats, and technologies.
  • Taxonomy & Metadata: Demonstrated ability to design and implement logical classification taxonomies, file plans, and metadata strategies.

Soft Skills

  • Attention to Detail: A meticulous and exacting approach to work, ensuring the highest levels of accuracy and quality in all tasks.
  • Organizational Prowess: Superior organizational and time-management skills, with a proven ability to juggle multiple complex projects and competing deadlines.
  • Communication & Training: Excellent verbal and written communication skills, with the ability to articulate complex policies clearly and train diverse user groups effectively.
  • Discretion & Integrity: Unquestionable personal integrity and a high level of discretion, essential for handling sensitive and confidential information.
  • Problem-Solving: Strong analytical and critical-thinking skills to diagnose process inefficiencies, troubleshoot system issues, and develop effective solutions.
  • Stakeholder Management: The ability to build strong relationships and collaborate effectively with stakeholders at all levels, from junior staff to senior executives.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree in a relevant field or equivalent professional experience in a dedicated records management role.

Preferred Education:

  • Master's degree in Library Science (MLS), Information Science (MSIS), or Archives and Records Management.

Relevant Fields of Study:

  • Information Management
  • Library & Information Science
  • Business Administration
  • Law / Paralegal Studies

Experience Requirements

Typical Experience Range: 5-7 years of progressive experience in a records management, document control, or information governance role, with at least 2 years in a supervisory or lead capacity.

Preferred:

  • Professional certification such as Certified Records Manager (CRM) or Information Governance Professional (IGP) is highly desirable.
  • Prior experience working within a highly regulated industry such as legal, financial services, healthcare, or pharmaceuticals.
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