Key Responsibilities and Required Skills for Records Director

🎯 Role Definition

As a Records Director, you are the strategic leader responsible for the governance and lifecycle management of the organization's information assets. You will design, implement, and oversee a comprehensive, legally-defensible Records and Information Management (RIM) program. This role is critical for mitigating risk, ensuring regulatory compliance, and empowering the business by making information accessible, trustworthy, and secure. You will serve as the principal advisor to senior leadership on all records management matters, blending legal, technical, and operational expertise to protect and leverage the company's most valuable data.

📈 Career Progression

Typical Career Path

Entry Point From:

Records Manager
Information Governance Manager
Senior Archivist or Corporate Archivist

Advancement To:

Vice President of Compliance
Chief Information Officer (CIO)
Chief Data Officer (CDO)

Lateral Moves:

Director of Information Governance
Director of Data Privacy
Director of Compliance

Core Responsibilities

Primary Functions

Develop, implement, and maintain an enterprise-wide, legally-defensible Records and Information Management (RIM) policy, program, and strategy.
Oversee the complete lifecycle of all corporate records—physical and electronic—from creation and classification through to retention, archival, and final disposition.
Ensure the organization's full compliance with local, national, and international laws and regulations governing records, such as GDPR, HIPAA, SOX, and other industry-specific requirements.
Lead, mentor, and develop a high-performing team of records management professionals, archivists, and specialists, fostering a culture of excellence and continuous improvement.
Establish, manage, and continuously update the corporate records retention schedule in collaboration with Legal, Compliance, and business unit leaders.
Direct the organization's legal hold and e-discovery processes, coordinating with Legal and IT to ensure all potentially relevant information is preserved and produced accurately.
Spearhead the selection, implementation, and ongoing governance of Electronic Records Management Systems (ERMS) or Enterprise Content Management (ECM) platforms.
Develop and manage the departmental budget, driving cost-effective solutions for physical storage, digital systems, and vendor services.
Act as the organization's primary subject matter expert and senior advisor on all matters related to records management, information governance, and data retention.
Forge strong partnerships with IT, Legal, Cybersecurity, and Privacy departments to ensure the RIM strategy is fully integrated with broader corporate governance and technology initiatives.
Direct the modernization and digitization of records, leading projects to convert legacy paper records to secure, accessible digital formats.
Design and monitor key performance indicators (KPIs) and metrics to report on the health, effectiveness, and compliance of the RIM program to executive leadership.
Conduct regular, systematic audits and risk assessments of records management practices across the enterprise to identify and mitigate compliance and operational risks.
Lead strategic change management initiatives to embed a culture of accountability and sound information-handling practices throughout the entire organization.
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Manage and negotiate contracts with external vendors for off-site records storage, secure destruction, digitization, and other RIM-related services.
Provide strategic foresight and guidance to the executive team on emerging trends, technologies, and regulatory changes impacting information governance.
Oversee the corporate archives, ensuring the long-term preservation and accessibility of records with enduring historical, legal, or business value.
Establish and enforce a comprehensive data classification schema to ensure that sensitive and critical information is identified, protected, and handled appropriately.
Direct large-scale, cross-functional projects aimed at improving information retrieval, data remediation, and knowledge management capabilities.
Develop, test, and maintain a robust disaster recovery and business continuity plan specifically for the protection and recovery of vital corporate records.

Secondary Functions

Provide expert consultation to business units on complex information retrieval and ad-hoc data analysis requests.
Contribute to the development and refinement of the organization's overarching data governance strategy and roadmap.
Collaborate with IT and business leaders to translate complex records management needs into tangible technical and process requirements.
Champion and promote information literacy and best practices through company-wide awareness campaigns and targeted training sessions.

Required Skills & Competencies

Hard Skills (Technical)

ERM/ECM Systems Proficiency: Deep expertise in administering and governing enterprise-level systems (e.g., OpenText, M-Files, Hyland, SharePoint).
Regulatory Knowledge: Comprehensive understanding of major data privacy and records laws (GDPR, CCPA, HIPAA, SOX).
Records Retention Scheduling: Proven ability to develop, implement, and manage complex, legally-defensible retention schedules.
ISO 15489 & Industry Standards: In-depth knowledge of international standards for records management and other best-practice frameworks.
E-Discovery & Legal Holds: Expertise in managing the technical and procedural aspects of litigation holds and electronic discovery.
Digital & Physical Archiving: Mastery of principles and techniques for long-term preservation of both physical and digital assets.
Data Classification & Taxonomy: Skill in designing and implementing schemas for classifying and organizing unstructured and structured data.
Budget & Vendor Management: Experience creating and managing departmental budgets and negotiating contracts with third-party service providers.

Soft Skills

Strategic Leadership: Ability to set a vision, inspire a team, and drive a long-term program that aligns with business objectives.
Executive Communication: Excellent verbal and written communication skills, with the ability to present complex topics clearly to senior leadership.
Stakeholder Management: Adept at building consensus and influencing decision-making across diverse departments and leadership levels.
Change Management: Proven success in leading organizational change and fostering the adoption of new policies and technologies.
Analytical & Problem-Solving: Strong ability to analyze complex problems, assess risk, and develop pragmatic, effective solutions.
Project Management: Capability to lead large, cross-functional projects on time and within budget.
High Ethical Standards: Unquestionable integrity and a deep commitment to compliant and ethical information handling.

Education & Experience

Educational Background

Minimum Education:

Bachelor's degree in a relevant field.

Preferred Education:

Master's degree in Information Management, Library & Information Science, Archival Studies, or a related discipline (e.g., JD, MBA).

Relevant Fields of Study:

Information Management or Library Science
Archival Studies
Business Administration
Law or Paralegal Studies

Experience Requirements

Typical Experience Range:

10-15+ years of progressive experience in records and information management, with at least 5-7 years in a leadership or managerial capacity.

Preferred:

Professional certification such as Certified Records Manager (CRM) or Information Governance Professional (IGP) is highly desirable.
Experience leading a RIM program in a highly regulated industry (e.g., finance, healthcare, energy).
Demonstrated experience with large-scale digital transformation and ERM system implementation projects.