Scan and Photocopy Documents-Document clerks frequently scan and photocopy business-related documents, including client files, correspondence, and company records. For scanned documents that need to be retained, they use image-scanning software to check scanned images and assign them a file name and number based on internal document control standards. Document clerks also make photocopies for other employees and return or store the originals.
Type New Documents-Many document clerks type new documents using word processing software. They receive information to convert into inter-office memos or prepare reports based on outlines provided by higher-level employees. The specific nature of clerks’ document preparation varies based on the industry that they work in. An accounting firm’s document clerk, for example, may prepare financial statements and correspondence.
Maintain Digital and Physical Files-Document control is a major part of document clerks’ duties as well. They tend to work with database systems or servers to maintain digital files based on internal and external regulations or may work within a file room and manage printed documents. Document clerks also ensure that files remain current by removing and destroying outdated or obsolete files in accordance with business and possibly government guidelines.
Secure Documents and Files-Document clerks support information security efforts by ensuring that documents and files are secure at all times. For physical documents, this can mean managing access to the file room and retrieving files only for approved users. For digital documents and scans, this may involve password-protecting or otherwise encoding documents to prevent unauthorized access. Document clerks also work with IT personnel to perform system backups to prevent data and document loss.
Check Documents for Accuracy-In many cases, document clerks verify information in company documents, checking to ensure that client information is correct and present in all related documents. Document clerks perform these checks during the scanning or typing process or verify information as requested by other personnel within the organization. They may also update documents to reflect updated information.
SKILLS AND QUALIFICATIONS
- Document clerks manage
a large volume of data, often switching between documents and tasks throughout
the day. Companies typically hire document clerks with at least a high school
- Attention to
detail – to ensure that
documents are correctly typed and scanned and are properly filed and maintained
- Scanning and
digitization – document clerks
should have some experience scanning and digitizing a variety of documents and
materials, including converting document types and assigning file names and
- Time management
skills – to work with
individuals from many departments on a variety of tasks
- Typing and word processing – fast and accurate typing is vital, as document clerks prepare
materials for both internal and client use according to company and external
security – to follow best
practices for document and file security for both paper and digital documents
- Communication skills – to communicate across departments, providing information
and preparing documents