As a legal file clerk, you will file and catalog legal documents; prepare, maintain, and track all on-site and off-site records; prepare documents for off-site storage and confidential disposal; subpoena records; answer phones and route calls; and assist with general office clerical tasks. As the amount of information generated by organizations continues to grow rapidly, file clerks continually classify, store, retrieve, and update this information on an ongoing basis. In smaller offices they often have additional responsibilities, such as data entry, word processing, sorting mail, and operating copy or fax machines. Legal file clerks work with a myriad of information daily, and the job can be daunting. They are employed by organizations of all types, especially at law firms.
File clerks, also known as records, information, or record center clerks, examine incoming material and code it numerically, alphabetically, or by subject matter. They then store forms, letters, receipts, or reports in paper form or enter critical information into other storage devices. In some instances clerks operate mechanized files that rotate to bring the needed records to them; others convert documents to film that is then stored on microforms, such as microfilm or microfiche.
Records must be up to date and accurate in order for them to be useful. File clerks ensure that new information is continually added to files promptly and may get rid of outdated file materials or transfer them to inactive storage. Their job also involves checking files at regular intervals to make sure that all items are correctly sequenced and placed. File clerks need to be very organized; whenever records cannot be found, the file clerk attempts to locate the missing material. File clerks also implement changes to filing systems as their organizations' needs for information change.
When records are requested, file clerks locate them and give them to their superiors. Records may be sheets of paper stored in file cabinets, images on microforms, or information from a computer database. The clerk will either manually retrieve the documentation or deliver the information via computer. If necessary, file clerks make copies of records and distribute them. They also keep track of materials removed from files to ensure that borrowed files are returned.
Of course, most of the information now is stored in computerized filing and retrieval systems. To retrieve a document in these systems, the clerk enters the document's identification code, obtains the location, and pulls the document. Even when files are stored electronically, however, backup paper or electronic copies usually are also kept.
File clerks usually work in environments that are clean, well lit, and quiet. The work is not overly strenuous but may entail a lot of standing, walking, reaching, pulling, and bending, depending on the method used to retrieve files. There is also a lot of computer work, so extended exposure to computer screens could lead to eyestrain for clerks who work extensively with computers. File clerks must be alert, accurate, and attentive while performing tasks that are at times repetitive. Routine and detailed work is also a big part of the job. Computer proficiency is also becoming a necessary requirement as technology advances.
File clerks held about 234,000 jobs in 2006. Clerk jobs are found in many sectors of the economy including government, finance, insurance, and real estate. Most legal file clerks work at law firms or in some other related industry. Most employers prefer applicants who hold a high school diploma or GED or have a mix of education and related experience. File clerks can advance to more senior clerical office positions, and if you work as a legal file clerk in a law firm, you can get a feel for the legal field and go to school to get a degree that will advance you further in the company you're with.
Employment of file clerks is expected to grow about as fast as the average for all occupations through 2008. Projected job growth stems from the increasing demand for file clerks to record and retrieve information in organizations across the economy. Being a legal file clerk can be a tremendous way to not only gain an entry into but also develop a career in the field of law.
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