What training is required for federal records management staff and how often?

Federal records management training exists to make sure that everyone who creates, receives, or maintains federal records understands their responsibilities for capturing, organizing, retaining, and disposing of those records properly. While specific course content and schedules vary by agency, the underlying expectations are consistent across the federal government and are grounded in the Federal Records Act and guidance issued by the National Archives and Records Administration (NARA).

Who Needs Training

Records management training is generally expected for several overlapping groups:

• All employees and contractors, who create and handle records as part of their daily work and need to know their basic recordkeeping obligations.
• Agency Records Officers and records management staff, who carry specialized duties for scheduling, transfer, and disposition and require deeper, role-specific training.
• Senior officials and program managers, who are accountable for ensuring their offices comply with records policies.

Agencies typically designate a Senior Agency Official for Records Management (SAORM) responsible for promoting compliance, which includes ensuring staff are appropriately trained.

Common Training Topics

Training usually covers principles rather than a single fixed curriculum, including:

• What qualifies as a federal record (in any format, including email and electronic messages).
• Proper recordkeeping, filing, and use of approved systems.
• Records schedules and authorized retention and disposition.
• Prohibitions on the unauthorized removal or destruction of records.
• Handling of sensitive categories such as personally identifiable information and controlled unclassified information.

How Often

Most agencies require records management training as part of new-employee onboarding and then on a recurring basis, commonly annually. Records Officers and other specialized staff often complete additional or more frequent role-based training, and many pursue ongoing professional development to stay current as laws, schedules, and technology evolve.

Because exact frequency, required courses, and completion tracking are set by each agency’s own records management policy, staff should confirm their specific obligations with their agency Records Officer. NARA also offers training resources and a Certificate of Federal Records Management Training that many agencies rely on for their records professionals.

To explore related guidance on federal recordkeeping roles and requirements, see the federal records topic hub.