Key Responsibilities and Required Skills for File Technician

🎯 Role Definition

As a File Technician, you are the guardian of our organization's information assets. You will be at the heart of our records management system, responsible for the entire lifecycle of critical documents—from their creation and classification to their secure storage and compliant disposition. Your exceptional attention to detail ensures our operations run smoothly, our data remains secure, and we stay compliant with all relevant industry regulations. This is a vital support role that impacts every department by guaranteeing quick, accurate, and secure access to information when it is needed most.

📈 Career Progression

Typical Career Path

Entry Point From:

Data Entry Clerk
Administrative Assistant
Office Assistant

Advancement To:

Records Manager
Document Control Supervisor
Compliance Specialist

Lateral Moves:

Paralegal Assistant
Executive Assistant
Office Manager

Core Responsibilities

Primary Functions

Manage the complete lifecycle of physical and digital records, including creation, classification, indexing, filing, and secure retrieval.
Develop, implement, and maintain systematic filing systems (alphabetic, numeric, subject-based) to ensure efficient organization and rapid access to information.
Process and prepare a high volume of documents for scanning, indexing, and uploading into the electronic document management system (EDMS).
Perform rigorous quality control checks on all scanned images and indexed data to guarantee accuracy, legibility, and completeness.
Respond to internal and external requests for information by promptly locating, retrieving, and delivering required files and documents.
Ensure strict adherence to company policies, industry regulations, and legal requirements (e.g., HIPAA, GDPR, SOX) regarding data privacy and records retention.
Maintain the integrity and security of confidential information by controlling access to sensitive files and adhering to all security protocols.
Create new files and records as needed, ensuring proper labeling, indexing, and accurate entry into the central records management database.
Conduct regular, systematic audits of the filing system to identify misfiled documents, verify organization, and maintain overall system integrity.
Coordinate the transfer of inactive records to off-site storage facilities and manage the retrieval and return process for archived documents.
Manage and execute the document destruction process for records that have met their retention period, in strict accordance with the official retention schedule and compliance policies.
Assist in the training of new staff members on proper filing procedures, document handling protocols, and the effective use of records management software.
Digitize paper documents using high-speed scanners and other imaging equipment, ensuring optimal image quality and data capture.
Classify and categorize documents based on content, purpose, and confidentiality level to facilitate organized storage and efficient, role-based retrieval.
Meticulously track the movement of physical files using a check-in/check-out system to maintain an accurate, real-time inventory and location log.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis.
Contribute to the organization's data strategy and roadmap.
Collaborate with business units to translate data needs into engineering requirements.
Participate in sprint planning and agile ceremonies within the data engineering team.
Provide general administrative support to the department, including data entry, photocopying, and mail distribution as required.
Troubleshoot and resolve minor issues with scanning equipment and document management software, escalating complex problems to the IT department.
Generate and prepare routine reports on records management activities, such as file retrieval statistics, storage capacity utilization, and destruction logs.
Participate in departmental projects related to process improvement, such as the implementation of new records management technologies or the refinement of filing procedures.
Assist with the physical maintenance and organization of the central file room, including shelving, boxing, and labeling of records.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency in Electronic Document Management Systems (EDMS) such as SharePoint, FileNet, OpenText, or Documentum.
Advanced knowledge of Microsoft Office Suite, particularly Excel for tracking/reporting and Word for document preparation.
Hands-on experience with high-speed scanning equipment, OCR (Optical Character Recognition) technology, and document imaging software.
Strong and accurate data entry skills with a proven words-per-minute (WPM) and keystrokes-per-hour (KPH) rate.
Deep familiarity with various filing systems (alphabetic, numeric, chronological, terminal digit) and classification methodologies.
Foundational understanding of records retention schedules and compliance regulations (e.g., HIPAA, SOX, legal statutes).

Soft Skills

Exceptional organizational and time-management skills, with the ability to expertly prioritize tasks in a fast-paced environment.
Meticulous attention to detail and a steadfast commitment to accuracy in all aspects of work.
Strong sense of discretion and the proven ability to handle confidential and sensitive information with the utmost integrity and professionalism.
Excellent verbal and written communication skills for interacting with colleagues at all levels and clearly responding to information requests.
Proactive problem-solving ability to identify issues within the filing system and propose effective, sustainable solutions.
Self-motivated and able to work independently with minimal supervision, as well as collaboratively within a team.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's degree or professional certification in Records Management, Library Science, or a related administrative field.

Relevant Fields of Study:

Business Administration
Information Management
Library and Information Science

Experience Requirements

Typical Experience Range:

1-3 years of experience in a records management, document control, or detail-oriented administrative role.

Preferred:

Previous experience in a regulated industry such as legal, healthcare, or finance is highly desirable. Experience managing both physical and electronic records within a hybrid system is a significant plus.