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 File clerks ensure that new information is added to the files in a timely manner and may destroy outdated file materials or transfer them to inactive storage.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.
Working Conditions
File clerks typically work in an office environment. Most work alongside the organization's other clerical workers, but some work in centralized units away from the organization's front office. Clerks who review detailed data may have to sit for extended periods. Although they do not do heavy lifting, file clerks frequently stoop, bend, reach, and spend a lot of time on their feet.
An increasing number of file clerks use computers as part of their daily routine. Workers who spend a lot of time at computers may experience eye and muscle strain, backaches, headaches, and repetitive motion injuries.
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 four out of every five file clerks are employed in services, government, finance, insurance, and real estate. More than one out of every ten is employed in temporary services, and about one out of three works part-time.
Training, Other Qualifications, and Advancement
Most file clerk jobs are entry-level positions. Most employers require applicants to have at least a high school diploma or its equivalent. A higher level of education will usually be favored over a high school diploma, but it is not generally required. Regardless of the type of work being done, most employers prefer those who are computer literate. Knowledge of word processing and spreadsheet software is especially valuable, as is experience working in an office and good interpersonal skills.
High schools, business schools, and community colleges teach office skills. Business education programs typically include courses in typing (keyboarding), word processing, shorthand, business communications, records management, and office systems and procedures.
Once hired, file clerks generally receive on-the-job training. Under the guidance of a supervisor or senior worker, employees learn company procedures. Some formal classroom training may be necessary, such as training in operating specific computer software.
File clerks must be careful, orderly, and detail-oriented in order to avoid making errors and to be able to recognize errors made by others. These workers must also be honest, discreet, and trustworthy because they frequently come in contact with confidential material.
Workers usually advance by taking on more duties in the same occupation with higher pay. Others advance to closely related occupations. For example, some file clerks move into other clerical jobs, such as secretary, or advance to a supervisory position.
Job Outlook
Employment of file clerks is expected to decline because of productivity gains stemming from office automation and the restructuring of work as use of persons computers by professionals and managers increases. Despite the projected decline in employment, job opportunities for file clerk 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.
Job seekers 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.
Earnings
Salaries of file clerks vary considerably, but are generally low. Region of the country, size of city, and type and size of establishment all influence salary levels. The level of technical expertise required and the complexity and uniqueness of a clerk's responsibilities may also affect earnings. Median earnings of full-time file clerks are $16,200.
In the federal government, file clerks with a high school diploma or clerical experience typically started at $ 16,700 a year. Beginning salaries were slightly higher in selected areas where the prevailing local pay level was higher.
In addition to salary, file clerks receive the same package of benefits as other employees in the organization. Sick and annual leave, life and health insurance, and retirement plans are common.
Related Occupations
Many file clerks today enter data into a computer system and perform basic analysis of the data. Other clerical workers who enter and manipulate data are bank tellers, statistical clerks, receiving clerks, medical record clerks, hotel and motel clerks, edit clerks, and reservation and transportation ticket agents.
Related D.O.I Jobs
These job titles are related to or more specific than the more general description given above. They will help you identify job openings you may not otherwise discover. These descriptions are in the current edition of the Dictionary of Occupational Titles and classified by numerical order.
16.367-014 FILE CLERK II; 206.367-018 TAPE LIBRARIAN; 206.387-0 CLASSIFICATION CLERK; 206.387-014 FINGERPRINT CLERK II; 16.387-022 RECORD CLERK; 206.387-034 FILE CLERK I
Sources of Additional Information
State employment service offices can provide information about job openings for file clerks.
Information on careers in records and information management can be obtained from:
- Association of Record Managers and Administrators (ARMA), Prairie Village, KS 66208
