Top 20 Interview Questions & Answers for Records Manager Roles – 2025

Preparing for a records manager job interview? This guide provides a list of essential questions and answers that will help you highlight your knowledge, experience, and competencies in managing records and information. From organizational skills to technology proficiency, these questions cover all key areas of the role.

General Questions

• 1. Tell me about your experience as a records manager.
  In my previous role as a records manager, I was responsible for overseeing the organization, retention, and disposal of company records. I have worked with a variety of records management systems and have a strong understanding of industry best practices and regulations.
• 2. How do you prioritize and manage your workload as a records manager?
  As a records manager, I prioritize my workload by assessing the urgency of each task and identifying which tasks are critical to the organization's daily operations. I also regularly review and update my task list to ensure that all deadlines are met. Additionally, I am proficient in multitasking and delegating tasks when necessary.
• 3. How do you handle confidential records in your role as a records manager?
  As a records manager, I understand the importance of confidentiality when handling records. I ensure that all confidential records are stored securely and accessed only by authorized individuals. I also follow the company's privacy policies and procedures to protect confidential information.
• 4. How do you stay updated on industry standards and regulations related to records management?
  I regularly attend seminars, webinars, and conferences related to records management to stay updated on industry standards and regulations. I also actively read industry publications and network with other records managers to stay informed on new developments and best practices.
• 5. Have you successfully implemented changes or improvements to a records management system? If so, how?
  Yes, in my previous role, I implemented a digital records management system, which significantly improved efficiency and accuracy. I conducted thorough research, presented a business case to the company's leadership, and worked closely with the IT team to ensure a smooth transition.

Technical Skills & Experience

• 6. What records management systems have you used in the past?
  I have experience using a variety of records management systems such as Microsoft SharePoint, Laserfiche, and FileNet. I am also familiar with database management systems, document imaging systems, and electronic content management systems.
• 7. Can you walk me through your process for creating a records retention schedule?
  When creating a records retention schedule, I first review all regulations and legal requirements relevant to the organization. Then, I assess the value and importance of different record types, consult with department heads to understand their needs, and create a schedule that meets all legal requirements while aligning with the organization's needs.
• 8. How do you ensure accuracy and consistency in your records management practices?
  To ensure accuracy and consistency, I follow established procedures for creating, organizing, and managing records. I also conduct regular audits to identify and correct any discrepancies or errors. Additionally, I am detail-oriented and have strong organizational skills, which aid my accuracy and consistency.
• 9. How do you handle requests for records retrieval?
  When I receive a request for record retrieval, I first verify the identity and authorization of the requester. Then, I locate and review the records to ensure they are complete and accurate before releasing them to the requester. If the records are confidential, I follow the proper procedures for obtaining approval before releasing them.
• 10. Can you explain your experience with digitizing records?
  In my previous role, I oversaw the digitization of physical records to improve accessibility and reduce storage costs. I collaborated with the IT team to identify and implement the best digitization software and processes. The project was completed successfully and resulted in increased efficiency and cost savings for the organization.

Situational Questions

• 11. How would you handle a situation where a records management system crashes?
  In the event of a system crash, I would immediately notify the IT team and work with them to troubleshoot and restore the system. In the meantime, I would have backup processes in place, such as paper-based filing, to ensure critical records can still be accessed.
• 12. How would you handle a request to modify or delete a record?
  If a request is made to modify or delete a record, I would first verify the accuracy and authenticity of the request. If it is legitimate, I would follow established procedures for modifying or disposing of records. If the request is not legitimate, I would inform the requester of the proper procedures and seek approval from the appropriate authority for any modifications or deletions.
• 13. How do you prioritize requests for new records management initiatives?
  When prioritizing requests, I consider the potential impact on the organization, urgency, and alignment with company goals and objectives. I also consult with department heads and obtain feedback from stakeholders to ensure all initiatives align with the organization's overall strategy.
• 14. How would you handle a situation where a staff member is not following records management procedures?
  If a staff member is not following procedures, I would first reiterate the importance of following them and remind them of any consequences for non-compliance. I would also offer additional training and support to help the staff member understand and adhere to the procedures.
• 15. What would you do if you found a gap in the organization's records management processes?
  If I found a gap, I would document and report it to my supervisor and suggest solutions for addressing the gap. This could include implementing new processes, providing additional training, or seeking outside expertise to fill the gap.

Cultural Fit

• 16. Why do you think records management is essential for an organization?
  Records management is crucial to an organization as it ensures legal compliance, protects sensitive information, and promotes efficient and effective record keeping. It also supports decision-making and helps organizations meet their objectives and goals.
• 17. How do you prioritize confidentiality in your role as a records manager?
  I prioritize confidentiality by following established procedures for handling and securing confidential records. I also regularly review and update these procedures to ensure they align with the latest privacy regulations. Additionally, I communicate with all stakeholders to ensure we are meeting confidentiality needs and expectations.
• 18. Can you give an example of when you had to adapt to a new records management system or process?
  Yes, in my previous role, I had to adapt to a new document imaging system for managing electronic records. I attended training sessions, collaborated with the IT team, and actively sought feedback from colleagues to ensure a smooth transition to the new system.
• 19. How have you handled conflicting deadlines in your previous experience as a records manager?
  In the face of conflicting deadlines, I prioritize tasks and delegate where necessary. I also communicate with stakeholders, including my supervisor, to negotiate realistic deadlines and provide regular updates on progress. Additionally, I stay organized and manage my time effectively to meet all deadlines.
• 20. How do you stay organized and maintain accuracy in your records management practices?
  I stay organized by regularly reviewing and updating my task list and using tools such as calendars and project management software. I also practice good time management skills and stay focused on completing one task at a time. To maintain accuracy, I am detail-oriented and adhere to established procedures when creating, organizing, and managing records.