Nature of the Work

All kinds of organizations businesses, government agencies, and non profit institutions generate records that must be arranged so that information can be located quickly. This creates many job opportunities for file clerks, who classify, store, retrieve, and update office information.

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. Many file clerks still place paper files in file cabinets. 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 File clerks ensure that new information is added to the files in a timely manner and may destroy outdated file materials or transfer them to inactive storage.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 make sure that those given out are returned.

A growing number of file clerks are using computerized filing and retrieval systems. When the amount of information in files is too large to be stored on a computer, information on the physical location of documents can be stored in a data base. To retrieve a document, the clerk enters the document's identification code, obtains the location, and pulls the document. A smaller number of files can be stored directly on the computer. Even when files are stored on the computer, backup paper copies generally are also kept. However, 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 include typing (keyboarding), word processing, sorting mail, or operating copying machines.

File clerks return files to storage after they are returned by borrower.

Employment

File clerks held about 257,000 jobs in 1992. 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, about 4 out of 5 file clerks are employed in services; finance, insurance, and real estate; and government. More than 1 out of every 10 is employed in temporary services, and about 1 out of 3 works part time.

Job Outlook

Job opportunities for file clerks should be plentiful through the year 2005 because a large number of workers will be needed to replace workers who leave the occupation each year. Turnover is very high, 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, personal computers in particular, 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.

Employment of file clerks is expected to grow about as fast as the average for all occupations through the year 2005 as recordkeeping requirements continue to rise in conjunction with rising economic activity. Demand for file clerk services will be strongest in the rapidly growing health sector. However, the expected growth in the volume of paper records should be partially offset by the greater use of automated and computerized systems that increase file clerks' productivity. In addition, use of personal computers by professionals and managers will relieve file clerks of accessing the growing number of documents stored on computers.

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