The clerk types in the code and the computer shows where the papers are filed. If there are not many files, all of the information can be kept on the computer instead of just where the papers are located. Even when files are stored on the computer, paper copies are usually kept as a backup. Accessing files in a computer database is much quicker than locating and physically retrieving paper files. Records must be current to be useful.
File clerks make sure that new information is added to the files quickly.
They may also destroy old materials or transfer them to other storage areas. They also check files regularly to make sure that all items are correctly filed. Whenever records cannot be found, clerks look for the missing material. As an organizations needs for information change, clerks carry out changes to the filing system. These changes are planned by supervisors.