Records Storage Supervisor

Job Description

Job Description

The Records Storage Supervisor is responsible for overseeing daily warehouse operations related to the secure storage, retrieval, retention, and destruction of physical records. This role ensures compliance with regulatory requirements, maintains strict confidentiality standards, manages staff, and implements efficient inventory and tracking systems to support organizational needs.

Key Responsibilities:

Operations Management

• Direct and oversee all warehouse operations, including intake, cataloging, storage, retrieval, and arranging customer requests for disposal or destruction of records.
• Ensure accurate tracking of records through inventory management systems.
• Develop and maintain standard operating procedures (SOPs) for records handling and warehouse operations.
• Monitor workflow to ensure timely processing of requests and service-level compliance.

Compliance & Security

• Ensure compliance with applicable federal, state, and local regulations related to records retention and privacy.
• Maintain strict confidentiality and security protocols for sensitive information.
• Oversee access controls, surveillance systems, and chain-of-custody documentation.
• Conduct regular audits to verify inventory accuracy and regulatory compliance.

Inventory & Systems Oversight

• Manage records management software and barcode tracking systems.
• Ensure accurate data entry and system integrity.
• Analyze operational metrics and prepare performance reports.
• Recommend process improvements to enhance efficiency and cost control.

Customer & Internal Support

• Serve as the primary point of contact for external clients regarding records storage services, renewals, and sales.
• Resolve service issues and ensure high levels of customer satisfaction.
• Coordinate secure transport and logistics for record transfers as needed.

Assists With:

Staff Management

• Recruit, train, supervise, and evaluate warehouse personnel.
• Establish performance standards and provide ongoing coaching and development.
• Promote a safe, organized, and efficient work environment.
• Enforce safety protocols in compliance with OSHA standards.

Budget & Resource Management

• Develop and manage departmental budgets.
• Monitor expenses, vendor contracts, and supply inventory.
• Identify opportunities for cost savings and operational improvements.

Qualifications:

Education

• Bachelor’s degree in Business Administration, Records Management, Supply Chain Management, or a related field preferred.
• Relevant certifications (e.g., Certified Records Manager (CRM)) are a plus.

Experience

• 3–5+ years of warehouse management experience, preferably in records storage, document management, or a regulated environment.
• Experience managing staff and overseeing compliance-driven operations.

Skills & Competencies:

• Strong knowledge of records retention practices and confidentiality requirements.
• Proficiency in warehouse management and inventory tracking systems.
• Excellent organizational and problem-solving skills.
• Strong leadership and team management abilities.
• Effective written and verbal communication skills.
• Ability to handle sensitive information with discretion.

Physical Requirements:

• Ability to lift and move boxes weighing up to 40–50 pounds.
• Ability to stand, walk, bend, and reach for extended periods.
• Comfortable working in a warehouse environment with varying temperatures.

Work Environment:

• Warehouse setting with shelving systems and records storage units.
• Requires flexibility to work beyond standard hours as needed to meet operational demands.