CLERK

Description

Job Summary: The File Clerk organizes, stores, retrieves, and controls physical and digital documents, handles requests, and ensures the confidentiality and integrity of information. Key Highlights: 1. Organization and control of physical and digital documents 2. Handling requests and archiving of cases 3. Ensuring document preservation, confidentiality, and security The File Clerk of the Records Section is responsible for organizing, storing, retrieving, and controlling the physical and digital documents of the office. Duties include handling requests for duplicate certificates, archiving and de-archiving cases and documents, and ensuring proper preservation, traceability, and accessibility of information. The Clerk must safeguard document confidentiality, integrity, and security in accordance with internal policies and legal requirements. Receive and handle requests for duplicate certificates, locating required documents in the physical or digital archive. Archive cases and documents according to the office’s organizational standards. De-archive documents upon internal or external request, ensuring their timely return to the correct location after use. Control the entry and exit of documents from the archive, recording movements in the system or dedicated logbook. Ensure preservation of archived documents by applying appropriate storage and handling practices. Assist with document digitization and indexing, as needed, for backup purposes and faster access. Organize the physical archive space, maintaining clear identification of volumes and folders. Serve internal and external users by providing information about the archived collection, respecting confidentiality and applicable legal requirements. Support updating records and systems related to document location and status. Comply with procedures established by the Inspectorate General and other regulatory bodies regarding document retention.