What a records clerk does
A records clerk maintains an organization's paper and electronic records. The job includes classifying and filing documents, scanning and indexing paper files, retrieving records for staff, tracking file movement and following retention schedules for storage, archiving and secure destruction. In health care, legal and public sector settings, records clerks also respond to internal requests and help the organization meet its obligations under privacy legislation and its own records policies.
Good records management is invisible when it works and costly when it fails. Lost files delay client service, and records kept too long or destroyed too early can create legal and privacy exposure. Finch looks for candidates who follow procedures carefully, understand why confidentiality matters and are comfortable with records or document management software. We also check whether they have worked with the type of records your organization holds, such as client files or patient charts.
Typical responsibilities
- Classify, label and file paper and electronic records
- Scan, index and quality-check documents for digital storage
- Retrieve and track files requested by staff
- Apply retention schedules and prepare records for archiving or secure destruction
- Maintain logs, indexes and file-tracking systems
- Respond to internal requests while protecting confidential information
Qualifications and credentials
- A high school diploma; a certificate in records or information management is an asset
- Experience with electronic document or records management systems
- Understanding of retention schedules and secure destruction practices
- Awareness of the privacy rules that apply to the employer's records, such as PHIPA for personal health information
- Organized, methodical work habits and strong attention to detail
Who hires a records clerk
- Hospitals, clinics and health organizations
- Law firms and legal departments
- Municipalities, school boards and public agencies
- Insurance companies and financial institutions
- Engineering and construction firms with large project archives
Where we recruit records clerk candidates
We fill records clerk roles for employers across Toronto and the GTA, including North York, Scarborough, Etobicoke, Vaughan, Markham, Richmond Hill, Mississauga, Brampton, Oakville, Burlington, Oshawa and Pickering, and for employers across Canada. GTA employers can meet us at our North York office by appointment.
What Finch checks before you meet a candidate
- Experience with the type of records you hold, such as legal, patient or project files
- Familiarity with document management systems and scanning workflows
- Understanding of confidentiality and privacy practices
- Accuracy and consistency in filing and indexing
- References confirming reliability and adherence to procedures
Interview questions to ask
- How would you handle a request for a file from someone you are not sure is authorized to see it?
- Describe a records system you maintained. How did you keep it accurate?
- What steps do you follow before a record is sent for destruction?