How do the records officer, CIO, and SAORM divide responsibility for an agency's records program?

Managing a federal agency’s records program is a shared responsibility. Three roles carry distinct duties, but they only succeed when they work together. Understanding who owns what helps an agency stay compliant, accountable, and audit-ready.

The Agency Records Officer

The records officer is the program’s day-to-day operational lead. This person typically:

• Develops and maintains records schedules and submits them to the National Archives (NARA) for approval.
• Trains staff on what counts as a record and how long to keep it.
• Oversees retention, proper disposition, and the legal transfer of permanent records to NARA.
• Serves as the agency’s primary point of contact with NARA on records matters.

In short, the records officer translates law and policy into practical procedures that employees can follow.

The Chief Information Officer (CIO)

The CIO owns the technology and information environment in which records now mostly live. Because federal records are increasingly electronic, the CIO’s responsibilities intersect heavily with the records program. The CIO generally ensures that systems can capture, store, secure, and retrieve records, and that recordkeeping requirements are built into IT planning, system design, and information security. The CIO and records officer must coordinate closely so that electronic systems actually support compliant retention and disposition rather than working against it.

The Senior Agency Official for Records Management (SAORM)

The SAORM provides executive accountability. This is a senior leader who is responsible to the agency head for the overall direction and health of the records program. The SAORM:

• Ensures the program receives adequate resources and high-level attention.
• Confirms the agency is meeting federal recordkeeping goals and reporting obligations to NARA.
• Champions records management as an agency-wide priority rather than a back-office task.

How the Roles Fit Together

Think of it as strategy, execution, and infrastructure. The SAORM sets direction and accountability, the records officer runs the program, and the CIO supplies the systems that make compliant recordkeeping possible. Gaps usually appear when these roles operate in isolation, so regular coordination is essential.

To explore related guidance, see the federal records topic hub.