What Does a File Clerk Do?
A file clerk is responsible for organizing, managing, and maintaining physical and electronic documents for an organization. They ensure that records are accurate, up-to-date, and easy to retrieve when needed by authorized personnel. File clerks support operational efficiency by sorting documents, updating filing systems, and preparing records for archiving or digitization.
Whether working in a healthcare office, legal department, or corporate setting, file clerks play a vital role in keeping sensitive information secure and accessible. They often collaborate with administrative teams and follow strict protocols for document confidentiality, storage, and record retention.
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File Clerk Core Responsibilities
- Sort, file, and organize documents according to established filing systems
- Maintain and update both physical files and electronic records in database systems
- Retrieve and deliver files to staff upon request in a timely and confidential manner
- Scan, copy, and digitize documents for electronic storage
- Label and index folders, records, and archives using standard naming conventions
- Assist in archiving inactive files and preparing records for destruction or off-site storage
- Monitor file room inventory and order supplies when needed
- Follow confidentiality protocols for handling sensitive or classified information
- Assist with audits or information requests by compiling relevant documentation
Required Skills and Qualifications
Hard skills
- Basic knowledge of office filing systems and procedures
- Proficiency with scanners, copiers, and document imaging software
- Familiarity with Microsoft Office, email platforms, and data entry tools
- Ability to alphabetize, sort, and label records accurately
Soft skills
- High attention to detail and organizational skills
- Ability to manage repetitive tasks efficiently
- Strong sense of confidentiality and discretion
- Dependable and punctual with excellent time management
Education
- High school diploma or equivalent
Preferred Qualifications
- 1+ year of experience in an administrative or clerical role
- Experience with records management or document control systems
- Exposure to regulated industries such as healthcare, legal, or finance
National Average Salary
File clerk salaries vary by experience, industry, organization size, and geography. Click below to explore salaries by local market.
The average national salary for a File Clerk is:
$36,122
Sample Job Description Templates for File Clerks
Medical File Clerk
Position Overview
We are seeking a detail-oriented Medical File Clerk to manage and maintain confidential patient records in a healthcare setting. This role is responsible for organizing, updating, and retrieving files to support accurate patient care and regulatory compliance. The ideal candidate has strong clerical skills and is comfortable working with both physical charts and electronic medical record (EMR) systems.
Responsibilities
- File, scan, and retrieve medical records using EMR systems and manual filing
- Ensure accurate and timely entry of patient information into charts
- Maintain confidentiality in accordance with HIPAA and facility policies
- Respond to file access requests from authorized staff or physicians
- Prepare patient files for appointments and treatments
- Archive inactive records and prepare for offsite storage or destruction
- Verify insurance and consent documentation when required
Requirements
Hard skills
- Familiarity with EMR/EHR platforms (e.g., Epic, Cerner, MEDITECH)
- Knowledge of HIPAA privacy regulations and medical terminology
- Basic data entry and office software proficiency
Soft skills
- Discretion and attention to detail
- Organized and able to manage time-sensitive tasks
- Strong communication with clinical and non-clinical staff
Education
- High school diploma or equivalent
Preferred Qualifications
- Prior experience in a healthcare or medical office setting
- Exposure to patient chart audits or compliance checks
Legal File Clerk
Position Overview
Our firm is hiring a Legal File Clerk to support our legal team with the organization and maintenance of legal documents. This position ensures that case files are current, accurately labeled, and easy to retrieve. The ideal candidate is highly organized, understands legal terminology, and works well under deadlines.
Responsibilities
- File and maintain legal documents including pleadings, discovery, and correspondence
- Organize physical and digital case files in accordance with internal protocols
- Track and retrieve case files for attorneys and paralegals as requested
- Prepare and file documents with the court system when necessary
- Scan, copy, and bind legal packets for court and client use
- Maintain confidentiality and follow ethical standards of handling sensitive materials
Requirements
Hard skills
- Familiarity with legal document types and filing systems
- Basic understanding of litigation workflows and court processes
- Experience with legal document management systems (e.g., iManage, NetDocuments)
Soft skills
- Detail-oriented and deadline-driven
- Ability to work independently and manage multiple priorities
- Strong written and verbal communication
Education
- High school diploma or equivalent
Preferred Qualifications
- Experience working in a law firm or legal department
- Familiarity with e-filing and docketing systems
Records Management Clerk
Position Overview
We are seeking a Records Management Clerk to oversee the organization, classification, and lifecycle management of company records. This role plays a vital part in compliance, information retrieval, and document security. It’s ideal for someone experienced in retention policies and who values accuracy and process adherence.
Responsibilities
- Maintain both physical and electronic records in accordance with retention schedules
- Monitor document lifecycles and assist with archiving or destruction per policy
- Audit file systems for compliance and completeness
- Label, scan, and categorize documents using metadata standards
- Support internal and external audits with requested documentation
- Work with department leads to ensure recordkeeping practices are followed
Requirements
Hard skills
- Knowledge of document lifecycle and retention practices
- Proficiency with record management systems (RMS or DMS)
- Familiarity with privacy and information governance standards
Soft skills
- Process-oriented with strong analytical thinking
- Reliable and detail-focused
- Ability to communicate across departments
Education
- High school diploma or equivalent
Preferred Qualifications
- ARMA membership or coursework in records management
- 2+ years in a records-related role
Digital File Clerk
Position Overview
We are hiring a Digital File Clerk to maintain and organize electronic files for streamlined storage and retrieval. This role supports departments by converting paper documents to digital formats, tagging them appropriately, and ensuring that file systems remain organized and accessible. The ideal candidate is tech-savvy, accurate, and process-driven.
Responsibilities
- Scan and digitize incoming paper records and assign standardized metadata
- Maintain folder structures in shared drives or document management systems
- Rename and organize digital files according to naming conventions
- Verify scanned documents for quality and completeness
- Delete or archive files based on internal policies
- Support audits or data requests by retrieving digital files
Requirements
Hard skills
- Proficiency with scanners, OCR software, and DMS platforms
- Knowledge of file naming conventions and digital organization
- Familiarity with Microsoft 365, Google Workspace, or SharePoint
Soft skills
- Attention to detail and methodical work habits
- Ability to manage repetitive digital tasks without error
- Dependable and organized communicator
Education
- High school diploma or equivalent
Preferred Qualifications
- Experience working in a digital records environment
- Familiarity with cloud-based storage systems
Government Records Clerk
Position Overview
We are looking for a Government Records Clerk to organize and maintain records in accordance with public records laws and agency standards. This role is essential for supporting compliance with retention schedules, open records requests, and agency reporting. Ideal candidates are familiar with government filing protocols and public sector document practices.
Responsibilities
- Sort and file documents per agency retention schedules and classification systems
- Retrieve records for audits, FOIA requests, or internal review
- Maintain accurate logs and metadata for all records filed or archived
- Follow confidentiality requirements for sensitive or restricted information
- Coordinate with department heads and external requesters as needed
- Prepare documents for destruction or off-site storage per policy
Requirements
Hard skills
- Familiarity with FOIA procedures and records retention laws
- Knowledge of government-specific filing systems or DMS platforms
- Accurate data entry and scanning skills
Soft skills
- Discretion when handling classified or sensitive materials
- Ability to follow strict protocol and work with regulatory deadlines
- Collaborative and communicative with interdepartmental teams
Education
- High school diploma or equivalent
Preferred Qualifications
- 1–2 years of experience in a municipal, county, or state office
- Experience using government-specific software (e.g., Laserfiche, GovQA)