File Clerks

• Nature of the Work

  File clerks classify, store, retrieve, and update information generated by their employers. They are employed by all kinds of organizations, including businesses, nonprofit organizations, and government agencies.

  File clerks, also called records and information clerks 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 film documents that are then stored on microforms (microfilm or microfiche). A small but growing number of file clerks use imaging systems that scan paper files or film and store the material on optical disks.

  Records must be current to be useful. File clerks ensure that new information is added to the files in a timely manner and may destroy outdated file materials or transfer them to inactive storage.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 located, the file clerk searches for the missing material. As an organization's needs for information change, file clerks 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 document may be a sheet of paper stored in a drawer 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. They keep track of materials removed from the files and ensure that those given out are returned.

  A growing number of file clerks are using computerized filing and retrieval systems. There are a variety of computerized storage systems-an organization may store data on a mainframe, magnetic tape, CD-ROM, or even floppy disk, depending on their needs. To retrieve a document, the clerk enters the document's identification code, obtains the location, and pulls the document. Even when files are stored electronically, backup paper or electronic copies generally are also kept. Accessing files in a computer data base is much quicker than locating and physically retrieving paper files.

  In small offices, file clerks often have expanded responsibilities. These may include data entry, word processing, sorting mail, and operating copying machines.

• Employment

  File clerks held about 278,000 jobs in 1994. Many other clerical workers also perform filing in connection with their work. While file clerk jobs are found in nearly every sector of the economy, more than 4 out of every 5 file clerks are employed in services, government, finance, insurance, and real estate. More than 1 out of every 10 is employed in temporary services, and about 1 out of 3 works part time.

• Job Outlook

  Employment of file clerks is expected to decline through the year 2005 because of productivity gains stemming from office automation and the restructuring of work as use of personal computers by professionals and managers increases. Despite the projected decline in employment, job opportunities for file clerks should be plentiful because a large number of workers will be needed to replace workers who leave the occupation each year. Turnover is the highest among all record clerk occupations. This reflects the lack of formal training requirements, limited advancement potential, and relatively low pay.

  Jobseekers who have typing (keyboarding) and other secretarial skills and are familiar with a wide range of office machines, especially personal computers, should have better opportunities than less experienced applicants. File clerks should find many opportunities for temporary or part-time work, especially during peak business periods. Demand for file clerk services will be strongest in the rapidly growing health sector.

  (See introductory part of this section for information on working conditions, training requirements, and earnings, as well as sources of additional information.)

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