Explore Careers - Job Market Report
Records management clerks process, code, store and retrieve records and documents and apply retention and disposal schedules according to established policies and procedures. Filing clerks file papers, records, documents and other material according to subject matter or other filing system. Records management and filing clerks are employed throughout the private and public sectors. This unit group also includes health records technicians, who maintain systems for the collection, storage, retrieval and retention of health information. Health records technicians are employed by hospitals, clinics and other health care institutions.
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- Classify, code, cross-reference, log and store records
- Maintain indexes for classification systems
- Operate information retrieval systems and respond to requests for records
- Review files periodically to ensure they are complete and correctly classified
- Label files according to retention and disposal schedules and prepare files for disposal
- Maintain access lists for security classified records
- Compile statistics and reports on activities within records services.
- Sort material that is to be filed according to particular filing systems
- File material in drawers, cabinets and storage boxes
- Locate and remove materials from files when requested
- Keep records of materials filed and removed.
- Classify, code, cross-reference and store health records and related information
- Maintain indexes for classification systems
- Operate information retrieval systems and respond to requests for health record information
- Prepare medical, social and administrative statistics
- Apply knowledge of medical terminology, physiology and treatments.
Education & Job Requirements for Records Management and Filing Clerks in Notre Dame-Central-Bonavista Bay Region
Education and job requirements can vary by region. Workers in regulated occupations require a licence to work legally. Workers in non-regulated occupations do not require a licence, but employers may have other certification requirements.
Employment requirements are prerequisites generally needed to enter an occupation.
- Health records technicians require completion of a two- to three-year college or other program in health records management.
- Records management clerks and filing clerks usually require completion of secondary school.
- Records management clerks may require completion of college or other program in records management and usually require experience as a filing clerk.
Regulation by Province/Territory
Some provinces and territories regulate certain professions and trades while others do not. If you have a licence to work in one province, your licence may not be accepted in other provinces or territories. Consult the table below to determine in which province or territory your occupation/trade is regulated.
|Province and Territory||Regulation|
|Newfoundland and Labrador||
|Prince Edward Island||
Programs in the order in which they are most likely to supply graduates to this occupation (Records Management and Filing Clerks):
- Health and Medical Administrative Services
- Business Operations Support and Assistant Services
- Business Administration, Management and Operations
- Library Assistant/Technician
- Accounting and Related Services
The essential skills profiles can:
- Help determine, based on skill sets, which career may best suit a particular individual.
- Assist job seekers to write a résumé or prepare for a job interview.
- Help employers to create a job posting.
Employers place a strong emphasis on essential skills in the workplace. Essential skills are used in nearly every occupation, and are seen as “building blocks” because people build on them to learn all other skills.
Each profile contains a list of example tasks that illustrate how each of the 9 essential skill is generally performed by the majority of workers in an occupation. The estimated complexity levels for each task, between 1 (basic) and 5 (advanced), may vary based on the requirements of the workplace.
Records Management and Filing Clerks
Records management clerks process, code, store and retrieve records and documents and apply retention and disposal schedules according to established policies and procedures. File clerks file papers, records, documents and other material according to subject matter or other filing system. Records and file clerks are employed throughout the private and public sectors. This unit group also includes health records technicians, who maintain systems for the collection, storage, retrieval and retention of health information. Health records technicians are employed by hospitals, clinics and other health care institutions.
- Scan files to locate misfiled documents. (1)
- Read memos with information about new procedures or policies. (1)
- Scan notes, letters, invoices and reports to determine where to file them. (1)
- Review agenda for upcoming meetings to plan for items which will require their input. (2)
- May refer to the Information or Privacy Act or other pieces of legislation to learn the required retention period for various documents. (3)
- May refer to the Administrative Records Classification System (ARCS) or similar manuals which provide instructions on how to classify, file, retrieve and dispose of documents. (3)
- Scan patients' charts to ensure everything is in order, and to locate information which aids them in deciding how to process and file the chart. (2)
- Read doctors' notes and letters requesting charts or telling them where to file different types of information. (2)
- Read file and file box labels to organize files and groups of files. (1)
- Use the phone book and internal office directories to look up a phone number or the spelling of a name. (1)
- Read lists of codes, such as for governmental agencies. (1)
- Read forms to identify their subject matter and decide how to classify and file them. (2)
- Refer to the index of the records classification system manual. (2)
- Read Records Retrieval Logs which record the requested file, by whom it was requested, when it was checked out and when it will be returned. (2)
- Read the labels on bags of inter-hospital mail. (1)
- Read lists of patients admitted and discharged from the hospital each day. (1)
- Complete Chart Request forms. (1)
- Read a line graph schedule of the arrival and departure times of the inter-hospital transport system in order to have outgoing charts ready on time. (2)
- Complete forms for sick leave, expense claims and supply orders. (2)
- Write reminder notes to themselves and notes to others to clarify requests. (1)
- Write lists of files created, indicating the file type, name and number. (1)
- Complete various form letters. (1)
- Write notes requesting more information when they are unsure of where to file a document. (1)
- Keep an up-to-date record of files that have been removed by entering information in a Records Retrieval Log. (1)
- Write down the substance of telephone requests. (1)
- Write explanations and descriptions of the file system to orient new staff. (3)
- Compare totals on invoices and purchase orders to ensure that they match. (1)
- Schedule the most appropriate times for chart pickups in various locations, taking into account the deadlines of inter-hospital transport. (2)
- Compare enrolment numbers or program participation to those in the last few years to see if there has been an increase or a decrease. (1)
- Calculate and record monthly averages for discharged, in-patients and deaths within hospitals. (2)
- Estimate how much paper can fit into a box by judging the size of the box and the thickness of the paper. (1)
- Estimate the time required to record and put away a number of documents. The estimate is affected by unforeseen factors such as incorrect labelling or interruptions from staff requesting other documents. (2)
- Interact with clients to receive instructions and clarify requests. (1)
- Exchange information with co-workers about locating files or the status of particular requests. (1)
- Speak with couriers when sending or receiving packages. (1)
- Speak with off-site storage companies when they need information about the retrieval of files. (1)
- Discuss priorities and goals with supervisors. (2)
- Co-ordinate work with other support staff within one's section, or with other departments. (2)
- Conduct orientation sessions with, or make presentations to, new staff and administrators regarding the filing system used in their organization. (2)
- Speak to patients who call to ask about the status of their charts, e.g., whether an X-ray report has been received. (2)
- May have to cope with a lost file. They attempt to locate it by checking probable locations and contacting individuals likely to have it. (1)
- May be asked to find a file for individuals who are aware of the file's contents but do not know its classification number. They try to narrow down the scope of the file and then look in the most obvious places. (2)
- May find that filing systems are used inconsistently by untrained staff and that files may be forwarded with incomplete listings. They might advocate staff training to overcome these problems. (3)
- Decide when to ship boxes of files for off-site storage. (1)
- Decide when supplies are needed and prepare a list for their supervisor. (1)
- Decide how to arrange the file management area for easy access and efficiency. (1)
- Decide where to file documents and how to classify or code files based on notes accompanying the documents and classification rules and policies. (2)
- Decide what requests merit priority and how to classify and file reports. These decisions affect production and the ease of retrieval by records staff and other personnel. (3)
Critical Thinking information was not collected for this profile.Job Task Planning and Organizing
Records management and filing clerks perform repetitive tasks. They organize and plan their own job tasks based on information provided by supervisors and co-workers. They set priorities based on the immediacy of requests for files and the importance of the requests. They may encounter frequent interruptions, resulting in reprioritizing of tasks. (2)Significant Use of Memory
- Remember the status of files and which ones have been sent to storage.
- Remember specific deadlines for particular tasks which need to be done, such as assembling certain batches of files by a certain date.
- Remember information about files such as their content, how they were classified, their current location and their numbers and classification codes.
- Retrieve files from an established file system. (1)
- Contact co-workers who produce files to get information about the contents and possible categories of files. (1)
- Look up names, addresses and telephone numbers in the White Pages, Yellow Pages and internal telephone directories. (1)
- May look up information in a software manual to figure out how to perform a certain function on the computer. (2)
- May consult computerized databases to find information. They may have to try various descriptors in order to find the information they are seeking. (2)
- They access file information on a computerized database of file topics, names and numbers. Some complete data entry by responding to prompts on the computer screen, with no requirement for the creation of new documents. (1)
- They write memos about problems with file classification or retrieval. (2)
- They use e-mail to communicate with co-workers and clients. (2)
Working with Others
Records management and filing clerks generally work independently or alone filing, managing and retrieving files and records. They may work with a partner or helper or as a member of a Records Department team, exchanging information about files and discussing classification problems.Continuous Learning
Records management and filing clerks have an ongoing need for on-the-job learning. They need to keep up-to-date with their organization's activities and the latest technical changes. They learn from co-workers, supervisors and users of documents. They may take courses in computer applications and file management.
Information for Newcomers
Provincial credential assessment services assess academic credentials for a fee. Contact a regulatory body or other organization to determine if you need an assessment before spending money on one that is not required or recognized.
The assessment will tell you how your education compares with educational standards in the province or territory where you are planning to settle can help you in your job search.
- British Columbia - International Credential Evaluation Service (ICES)
- Alberta - International Qualifications Assessment Service (IQAS)
- Saskatchewan - International Qualifications Assessment Service The Government of Saskatchewan provides this service through an interprovincial agreement with the Government of Alberta.
- Manitoba - Academic Credentials Assessment Service – Manitoba (ACAS)
- Québec - Service des évaluations comparatives d’études (SECE)
- Northwest Territories - International Qualifications Assessment Service (IQAS). The Government of the Northwest Territories provides this service through an interprovincial agreement with the Government of Alberta.
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