Remote File Clerk

Role overview

In this remote records role, you will ensure that digital and scanned documents stay accurate, well-organized, easy to search, and aligned with compliance requirements. You will support several teams by receiving files, checking that they are complete, applying consistent naming rules, sorting them into the right repositories, and preserving a clear audit trail showing what was received, when it was processed, and where it is stored. The work is fast-paced and high-volume, but precision and confidentiality are the top priorities.

Document intake and indexing

• Collect files from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Check whether each document has the correct type, mandatory fields, signatures, and attachments.
• Record metadata for every file, including client or project ID, date, document category, version, and region.

File organization

• Use approved naming formats and folder structures for all documents.
• Convert files when required, such as merging or splitting PDFs, turning images into PDFs, and compressing or labeling versions.
• Manage controlled libraries, including final, draft, and archived folders, and apply retention labels where needed.

Quality control

• Carry out daily checks to identify duplicates, misfiled items, missing pages, and scans that cannot be read properly.
• Escalate exceptions to the relevant owner and include clear notes about the issue.
• Keep error records and help improve workflows so rework is reduced.

Records governance and compliance

• Work with sensitive records using strict permission controls and confidentiality practices.
• Follow retention timelines, legal hold requirements, and deletion or archiving rules.
• Assist with audits by retrieving records quickly and documenting chain-of-custody steps.

Coordination and communication

• Work with HR, Finance, Operations, Legal, or Customer teams to clarify file-handling needs.
• Share updates on backlog size, turnaround time, and any issues discovered during processing.

Tools used

You may use cloud storage platforms such as Google Drive, SharePoint, or Dropbox; document software such as Adobe Acrobat or similar tools; spreadsheets; ticketing systems like Jira, Asana, or ServiceNow; e-signature tools; and standard office productivity applications.

Success measures

• Accuracy rate, including misfile and metadata error levels.
• Time taken from receipt to filing.
• Backlog volume and daily processing output.
• Speed and completeness of audit retrievals.
• Compliance performance, including access control and retention tagging.

Qualifications

Prior exposure to records management, administrative support, clerical work, or document control is preferred. You should be highly detail-oriented, able to apply naming and filing rules consistently, comfortable handling confidential information, and proficient with basic computer tasks such as file navigation, spreadsheets, PDFs, and collaboration tools.