File clerks, also called records, information, or record center clerks, examine incoming material and code it numerically, alphabetically, or by subject matter. They then store forms, letters, receipts, or reports in paper form or enter necessary information into other storage devices. Some clerks operate mechanized files that rotate to bring the needed records to them; others convert documents to films that are then stored on microforms, such as microfilm or microfiche. A growing number of file clerks use imaging systems that scan paper files or film and store the material on optical disks.

In order for records to be useful they must be up-to-date and accurate. File clerks ensure that new information is added to the files in a timely manner and may get rid of outdated file materials or transfer them to inactive storage. They also check files at regular intervals to make sure that all items are correctly sequenced and placed. Whenever records cannot be found, the file clerk attempts to locate the missing material. As an organization’s needs for information change, file clerks also implement changes to the filing system established by supervisory personnel.

When records are requested, file clerks locate them and give them to the borrower. The record may be a sheet of paper stored in a file cabinet or an image on microform. In the first example, the clerk manually retrieves the document and hands or forwards it to the borrower. In the latter example, 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. These systems use a variety of storage devices, such as a mainframe computer, CD-ROM, or floppy disk. To retrieve a document in these systems, the clerk enters the document’s identification code, obtains the location, and pulls the document. Accessing files in a computer database is much quicker than locating and physically retrieving paper files. Even when files are stored electronically, however, backup paper or electronic copies usually are also kept.

Job seekers who have typing and other secretarial skills and are familiar with a wide range of office machines, especially personal computers, should have the best job opportunities. File clerks should find many opportunities for temporary or part-time work, especially during peak business periods.

(See the introductory statement on information and record clerks for information on working conditions, training requirements, and earnings.)

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