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Key Responsibilities and Required Skills for File Clerk

💰 $30,000 - $42,000

AdministrativeRecords ManagementOperations

🎯 Role Definition

This role requires a meticulous File Clerk to maintain and optimize both physical and electronic filing systems, ensuring fast and accurate file retrieval, secure handling of sensitive documents, and compliance with records retention policies. The File Clerk supports day-to-day operations across departments by performing document control, scanning and indexing, inventory management, records disposition, and responding to internal and external records requests. This role is essential for organizations transitioning to paperless processes, supporting audit readiness, and preserving institutional knowledge.

Keywords: File Clerk, Records Clerk, document control, records management, filing systems, document imaging, records retention, file retrieval, ECM, Laserfiche, OnBase, SharePoint.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Mailroom Clerk / Mail Processor
  • Data Entry Clerk
  • Administrative Assistant

Advancement To:

  • Senior Records Clerk / Records Coordinator
  • Document Control Specialist
  • Records Management Supervisor / Team Lead

Lateral Moves:

  • Office Coordinator
  • Facilities Coordinator
  • Administrative Specialist

Core Responsibilities

Primary Functions

  • Maintain physical and electronic filing systems by sorting, labeling, indexing, and filing incoming and outgoing documents and records in accordance with the company's taxonomy and retention schedules to ensure consistent, searchable organization.
  • Retrieve, route, and deliver file folders, archived boxes and digital records promptly for internal departments, external auditors, legal requests, and other stakeholders while documenting chain-of-custody and access logs.
  • Scan, digitize, and index paper records using document imaging solutions (Laserfiche, OnBase, SharePoint, or equivalent), perform OCR processing, and validate searchable text and metadata accuracy to support paperless initiatives.
  • Perform routine audits of file cabinets, offsite storage, and electronic repositories to verify completeness, correct labeling, retention codes, and compliance with corporate and regulatory retention policies.
  • Prepare and coordinate secure disposal and destruction of records in accordance with retention schedules and privacy regulations, manage shred events, and maintain certificates of destruction and disposition logs.
  • Update and maintain records in electronic records management systems and databases, entering metadata, version control, retention codes, and access permissions to preserve data integrity.
  • Reconcile discrepancies between physical files and electronic records by researching missing documents, contacting requestors, and escalating unresolved issues to supervisors or records managers.
  • Create, maintain and audit file movement logs, box inventories, barcode indexes and offsite storage reports to ensure accurate tracking and efficient retrieval of archived records.
  • Support Freedom of Information Act (FOIA) requests, subpoenas, legal holds and compliance audits by locating, assembling, copying, and delivering required documents within established timeframes.
  • Label, pack and prepare records for offsite storage or transfer using standardized box and folder naming conventions; schedule pickups and coordinate with third-party records storage vendors.
  • Train new hires and cross-train team members in filing procedures, naming conventions, scanning best practices and records retention policies to maintain consistent standards across departments.
  • Operate and maintain office equipment including high-volume scanners, copiers, folding machines and barcode printers; perform routine preventative maintenance and submit service requests when needed.
  • Maintain strict confidentiality and handle sensitive information in compliance with HIPAA, GDPR, and company privacy policies; apply appropriate access controls and redaction procedures.
  • Conduct quality assurance checks on scanned images and indexed records (de-skewing, cropping, metadata verification) to ensure high-quality digital archives and minimize retrieval errors.
  • Perform accurate data entry and reconciliation in records databases, spreadsheets or ECM systems, maintaining high levels of accuracy while processing high volumes of documents.
  • Produce and deliver reports on records activity, retention schedules, inventory counts, and disposition summaries to Records Manager and leadership to support decision-making.
  • Assist with billing, invoicing and cost tracking for records retrieval and offsite storage services; prepare documentation for vendor invoicing and internal chargebacks.
  • Support audit readiness by compiling file sets, preparing physical or digital binders, and coordinating logistics for document reviews with internal and external auditors.
  • Implement and maintain retention calendars and alerts; proactively notify department managers and document owners when records are approaching review or disposition dates.
  • Participate in records migration projects and data clean-up efforts during transitions to new ECM platforms, ensuring accurate mapping of metadata and minimal disruption to operations.
  • Respond to employee and department inquiries regarding file locations, retention rules, access procedures and basic document control policies with timely and professional customer service.
  • Maintain an organized, ergonomic and safe records storage environment by rotating archived boxes, monitoring for environmental risks (moisture, pests), and reporting any storage anomalies immediately.
  • Assist compliance, legal and HR teams with assembling confidential personnel, benefits, or legal files in accordance with established privacy safeguards and audit trails.

Secondary Functions

  • Support special projects such as office moves, records reorganization, and vault consolidation by coordinating logistics, packing/unpacking, and validating inventory integrity.
  • Help evaluate and recommend improvements to filing conventions, folder structures, and metadata taxonomies to increase retrieval speed and search accuracy.
  • Collaborate with IT on backup schedules, disaster recovery plans and user access configurations to safeguard digital records and ensure business continuity.
  • Participate in cross-functional teams to test new ECM tools, beta features and user workflows to improve adoption and system performance.
  • Assist with incoming mail triage, prioritizing documents for immediate scanning, routing to owners, or archiving as required.
  • Maintain and reorder supplies related to records operations (archival boxes, labels, barcode supplies, file folders) to ensure uninterrupted service levels.
  • Prepare documentation and carrier manifests for offsite transfer and coordinate status updates with third-party storage partners.
  • Provide ad hoc administrative support to departments during peak periods, including copying, binding, and assembling materials for distribution or retention.

Required Skills & Competencies

Hard Skills (Technical)

  • Document and Records Management Systems (OnBase, Laserfiche, SharePoint, DocuWare, FileNet) — configuration familiarity and daily use.
  • High-volume document scanning and imaging skills; OCR processing and quality validation techniques.
  • Metadata tagging, indexing, barcoding and archival numbering best practices.
  • Proficient data entry with speed and accuracy; experience with Excel, Google Sheets and database interfaces.
  • Knowledge of records retention schedules, disposition workflows and legal hold procedures.
  • Familiarity with privacy and compliance requirements (HIPAA, GDPR, FOIA procedures) related to records handling.
  • Experience operating and troubleshooting scanners, multi-function copiers, barcode printers and shredding equipment.
  • Basic understanding of document version control, redaction techniques and secure file transfer methods.
  • Inventory management and offsite records logistics, including box labeling and manifest preparation.
  • Ability to run queries, exports and basic reports from ECM systems or records databases.

Soft Skills

  • Exceptional attention to detail and a methodical approach to organizing information.
  • Strong time management and prioritization skills in high-volume, deadline-driven environments.
  • High level of integrity and discretion when handling confidential or sensitive materials.
  • Clear verbal and written communication skills for coordinating with internal teams and external vendors.
  • Customer-service orientation with responsiveness to internal document requests and stakeholder needs.
  • Dependability, punctuality and consistent follow-through on recurring tasks and retention cycles.
  • Problem-solving mindset to reconcile missing or mismatched records and prevent future discrepancies.
  • Adaptability to evolving systems, retention policies and process improvements.
  • Collaborative attitude and willingness to cross-train and back up other administrative functions.
  • Initiative to identify process inefficiencies and propose practical improvements.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED required.

Preferred Education:

  • Associate degree or certificate in Records Management, Office Administration, Library Science, Information Management or related field preferred.
  • Professional certifications (e.g., ICRM Certified Records Analyst, ARMA) are a plus.

Relevant Fields of Study:

  • Records Management / Archival Science
  • Library & Information Science
  • Business Administration / Office Management
  • Information Technology / Information Management

Experience Requirements

Typical Experience Range:

  • 0 to 3 years of relevant experience for entry-level roles; 1–3 years preferred.

Preferred:

  • 1+ years as a File Clerk, Records Clerk or Document Control specialist with exposure to ECM systems, scanning workflows, records retention, and compliance processes.
  • Experience working with confidential records, legal holds, or in regulated industries (healthcare, finance, legal) is highly desirable.
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