The amount of information generated by organizations continues to grow rapidly. File clerks classify, store, retrieve, and update this information. In many small offices, they often have additional responsibilities, such as entering data, performing word processing, sorting mail, and operating copying or fax machines.
File clerks, also called record, information, or record center clerks, examine incoming material and code it numerically, alphabetically, or by subject matter. Paper forms, letters, receipts, or reports are stored in files while necessary information may be entered, often electronically, into other storage devices. Some clerks operate mechanized files that rotate to bring the needed records to them; others convert documents to film that is then stored on microfilm or microfiche. A growing number of file clerks use imaging systems that scan paper files or film and store the material on computers.
In order for records to be useful, they must be up to date and accurate and readily available. File clerks ensure that new information is added to files in a timely manner and discard outdated materials or transfer them to inactive storage. Clerks also check files at regular intervals to make sure that all items are correctly sequenced and placed. When records cannot be found, file clerks attempt to locate them. As an organization's needs for information change, file clerks implement changes to the filing system.
When records are requested, file clerks locate them and give them to the person requesting them. A record may be a sheet of paper stored in a file cabinet or an image on microform. In the former case, the clerk retrieves the document manually. In the latter case, the clerk retrieves the microform and displays it on a microform reader. If necessary, file clerks make copies of records and distribute them. In addition, they keep track of materials removed from the files to ensure that borrowed files are returned.
Increasingly, file clerks use computerized filing and retrieval systems that have a variety of storage devices, such as a mainframe computer, CD-ROM, or DVD-ROM. To retrieve a document in these systems, the clerk enters the document's identification code, obtains the location of the document, and gets the document. Accessing files in a computer database is much quicker than locating and physically retrieving paper files. Still, even when files are stored electronically, backup paper or electronic copies usually are also kept.
Work environment. File clerks usually work in areas that are clean, well lit, and relatively quiet. The work is not overly strenuous but may involve a lot of standing, walking, reaching, pulling, and bending, depending on the method used to retrieve files. Prolonged exposure to computer screens may lead to eyestrain for the many file clerks who work with computers.
| 1. | Keep records of materials filed or removed, using logbooks or computers. |
| 2. | Add new material to file records, and create new records as necessary. |
| 3. | Perform general office duties such as typing, operating office machines, and sorting mail. |
| 4. | Track materials removed from files in order to ensure that borrowed files are returned. |
| 5. | Gather materials to be filed from departments and employees. |
| 6. | Sort or classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order. |
| 7. | Find and retrieve information from files in response to requests from authorized users. |
| 8. | Scan or read incoming materials in order to determine how and where they should be classified or filed. |
| 9. | Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information. |
| 10. | Assign and record or stamp identification numbers or codes in order to index materials for filing. |
| 11. | Answer questions about records and files. |
| 12. | Modify and improve filing systems, or implement new filing systems. |
| 13. | Perform periodic inspections of materials or files in order to ensure correct placement, legibility, and proper condition. |
| 14. | Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and/or legal requirements. |
| 15. | Enter document identification codes into systems in order to determine locations of documents to be retrieved. |
| 16. | Operate mechanized files that rotate to bring needed records to a particular location. |
| 17. | Design forms related to filing systems. |
| 18. | Retrieve documents stored in microfilm or microfiche and place them in viewers for reading. |
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