File Clerk
2w ago
Remoterecords managementdocument controlfile systemsspreadsheetscollaboration toolsquality controldata indexing
As a Remote File Clerk, you will keep digital and scanned records accurate, organized, searchable, and compliant, supporting multiple teams with document intake, validation, classification, and audit-ready tracking.
Responsibilities
- Receive files from shared inboxes, portals, internal ticketing tools, and cloud folders.
- Confirm document type, required fields, signatures, and attachments.
- Index each record using standard metadata (client/project ID, date, document category, version, region).
- Apply standardized naming conventions and folder structures.
- Convert formats when needed (PDF merge/split, image-to-PDF, compressing, version labeling).
- Maintain controlled libraries (final vs draft vs archived), including retention tags.
- Perform daily spot checks for duplicates, misfiles, missing pages, and unreadable scans.
- Flag exceptions and route them to the correct owner with clear notes.
- Maintain error logs and contribute to process improvements that reduce rework.
- Handle sensitive records with strict access controls and confidentiality.
- Follow retention schedules, legal hold instructions, and deletion/archival rules.
- Support audits by pulling records quickly and documenting chain-of-custody steps.
- Coordinate with HR, Finance, Operations, Legal, or Customer teams to clarify file requirements.
- Provide status updates on backlog, turnaround time, and issues found during processing.
Requirements
- Experience in records management, admin support, clerical work, or document control (preferred).
- Strong attention to detail; able to follow naming/filing rules consistently.
- Comfortable handling confidential information and following strict procedures.
- Basic computer proficiency: file systems, spreadsheets, PDFs, and collaboration tools.
Other
- Tools you may use: Cloud storage (Google Drive/SharePoint/Dropbox), document tools (Adobe Acrobat or equivalents), spreadsheets, ticketing (Jira/Asana/ServiceNow), e-signature platforms, and basic office productivity tools.
- Success metrics (examples): Accuracy rate (misfile/metadata error rate), Turnaround time from receipt to filed, Backlog size and daily throughput, Audit retrieval speed and completeness, Compliance adherence (access control, retention tagging).
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