Describe the duties of a records management clerk

• Assist departments with the development of new document categories and fields for storage; work with the
Records Management Coordinator to determine departmental records needs; provide assistance in
preparing documents for scanning.
• Provide assistance in the transportation of boxed documents from City Hall to the Records Center for
storage; organize and number boxes; maintain inventory in storage.
• Collect, sort, prepare and scan documents; label and enter documents into the computer system; prepare
files and forward documents for recycling and/or shredding.
• Convert documents to various formats; assist in transferring data between systems.
• Provide post-scanning quality assurance to ensure batches are complete, accurate, and of a high quality.
• Maintain scanning equipment by running calibration tests and basic cleaning; set up scanners for use;
select appropriate settings for scanning; Troubleshoot scanner functions when required.
• Maintain files of official recorded documents; file and label documents for permanent storage in the vault;
communicate and coordinate needs with departments.
• Ensure documents are archived and properly located; maintain confidentiality.
• Serve as an alternate receptionist; operate a telephone switchboard.
• Provide backup to the Records Management Coordinator, as required.
• Work on special projects, as assigned.


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