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OSP Occupational Profile

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NOC Code: NOC Code: 1413 Occupation: Records Management and Filing Clerks
Occupation Description: Occupation Description:
Records management clerks process, code, store and retrieve records and documents and apply retention and disposal schedules according to established policies and procedures. File clerks file papers, records, documents and other material according to subject matter or other filing system. Records and file clerks are employed throughout the private and public sectors. This unit group also includes health records technicians, who maintain systems for the collection, storage, retrieval and retention of health information. Health records technicians are employed by hospitals, clinics and other health care institutions. Records management clerks process, code, store and retrieve records and documents and apply retention and disposal schedules according to established policies and procedures. File clerks file papers, records, documents and other material according to subject matter or other filing system. Records and file clerks are employed throughout the private and public sectors. This unit group also includes health records technicians, who maintain systems for the collection, storage, retrieval and retention of health information. Health records technicians are employed by hospitals, clinics and other health care institutions.

  • Click on any of the Essential Skills to view sample workplace tasks for this occupation.
  • Skill levels are assigned to tasks: Level 1 tasks are the least complex and level 4 or 5 tasks (depending upon the specific skill) are the most complex. Skill levels are associated with workplace tasks and not the workers performing these tasks.
  • Scroll down the page to get information on career planning, education and training, and employment and volunteer opportunities.

Table will display the Skill Level for the Noc specified
Essential Skills Essential Skills Levels
Reading Text Reading Text 1 2 3
Writing Writing 1 2 3
Document Use Document Use 1 2
Computer Use Computer Use 1 2
Oral Communication Oral Communication 1 2
Scheduling or Budgeting and Accounting Scheduling or Budgeting and Accounting 1 2
Data Analysis Data Analysis 1 2
Numerical Estimation Numerical Estimation 1 2
Job Task Planning and Organizing Job Task Planning and Organizing 1 2
Decision Making Decision Making 1 2 3
Problem Solving Problem Solving 1 2 3
Finding Information Finding Information 1 2


  • The skill levels represented in the above chart illustrate the full range of sample tasks performed by experienced workers and not individuals preparing for or entering this occupation for the first time.
  • Note that some occupational profiles do not include all Numeracy and Thinking Essential Skills.

If you would like to print a copy of the chart and sample tasks, click on the "Print Occupational Profile" button at the top of the page.


Reading Text
  • Read memos with information about new procedures or policies. (1)
  • Scan notes, letters, invoices and reports to determine where to file them. (1)
  • Scan files to locate misfiled documents. (1)
  • Review agendas for upcoming meetings to plan for items which will require your input. (2)
  • Scan patients' charts to ensure everything is in order, and to locate information which aids in deciding how to process and file the chart. (Health records technicians) (2)
  • Read doctors' notes and letters which request charts or give instructions on where to file different types of information. (Health records technicians) (2)
  • Refer to the Information or Privacy Act or other pieces of legislation to learn the required retention period for various documents. (3)
  • Refer to the Administrative Records Classification System (ARCS) or similar manuals which provide instructions on how to classify, file, retrieve and dispose of documents. (3)
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Writing
  • Write reminder notes to yourself and notes to others to clarify requests. (1)
  • Write down the substance of telephone requests. (1)
  • Keep an up to date record of files that have been removed by entering information in a Records Retrieval Log. (1)
  • Complete various form letters. (1)
  • Write notes requesting more information when unsure of where to file a document. (1)
  • Write lists of files created, indicating the file type, name and number. (1)
  • Write explanations and descriptions of the file system to orient new staff. (3)
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Document Use
  • Read lists of codes, such as for governmental agencies. (1)
  • Complete Chart Request forms. (Health records technicians) (1)
  • Read lists of patients admitted and discharged from the hospital each day. (Health records technicians) (1)
  • Read file and file box labels to organize files and groups of files. (1)
  • Read the labels on bags of inter-hospital mail. (Health records technicians) (1)
  • Use the phone book and internal office directories to look up a phone number or the spelling of a name. (1)
  • Read forms to identify the subject matter and decide how to classify and file them. (2)
  • Read Records Retrieval Logs which record the requested file, by whom it was requested, when it was checked out and when it will be returned. (2)
  • Refer to the index of the records classification system manual. (2)
  • Read a line graph schedule of the arrival and departure times of the inter-hospital transport system in order to have outgoing charts ready on time. (Health records technicians) (2)
  • Complete forms for sick leave, expense claims and supply orders. (Health records technicians) (2)
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Computer Use
  • Use a database. For example, access file information on a computerized database of file topics, names and numbers. Complete data entry by responding to prompts on the computer screen, with no requirement for the creation of new documents. (1)
  • Use word processing. For example, write memos about problems with file classification or retrieval. (2)
  • Use communications software. For example, use email to communicate with co-workers and clients. (2)
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Oral Communication
  • Speak with couriers when sending or receiving packages. (1)
  • Interact with clients to receive instructions and clarify requests. (1)
  • Exchange information with co-workers about locating files or the status of particular requests. (1)
  • Speak with off-site storage companies to get information about the retrieval of files. (1)
  • Co-ordinate work with other support staff within the section, or with other departments. (2)
  • Speak to patients who call to ask about the status of their charts, e.g., whether an X-ray report has been received. (Health records technicians) (2)
  • Conduct orientation sessions with, or make presentations to, new staff and administrators regarding the filing system used in the organization. (2)
  • Discuss priorities and goals with supervisors. (2)
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Scheduling or Budgeting and Accounting
  • Compare totals on invoices and purchase orders to ensure that they match. (1)
  • Schedule the most appropriate times for chart pickups in various locations, taking into account the deadlines of inter-hospital transport. (2)
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Data Analysis
  • Compare enrolment numbers or program participation to those in the last few years to see if there has been an increase or a decrease. (1)
  • Calculate and record monthly averages for discharged, inpatients and deaths within hospitals. (Health records technician) (2)
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Numerical Estimation
  • Estimate how much paper can fit into a box by judging the size of the box and the thickness of the paper. (1)
  • Estimate the time required to record and put away a number of documents. The estimate is affected by unforeseen factors such as incorrect labelling or interruptions from staff requesting other documents. (2)
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Job Task Planning and Organizing
  • Records and file clerks perform repetitive tasks. They organize and plan their own job tasks based on information provided by supervisors and co-workers. They set priorities based on the immediacy of requests for files and the importance of the requests. They may encounter frequent interruptions, resulting in reprioritizing of tasks. (2)
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Decision Making
  • Decide when to ship boxes of files for offsite storage. (1)
  • Decide when supplies are needed and prepare a list for the supervisor. (1)
  • Decide how to arrange the file management area for easy access and efficiency. (1)
  • Decide where to file documents and how to classify or code files based on notes accompanying the documents and classification rules and policies. (2)
  • Decide what requests merit priority and how to classify and file reports. These decisions affect production and the ease of retrieval by records staff and other personnel. (3)
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Problem Solving
  • A file is lost. Attempt to locate it by checking probable locations and contacting individuals likely to have it. (1)
  • An individual has requested a file; however, the classification number is not known. Try to narrow down the scope of the file and then look in the most obvious places. (2)
  • Untrained staff have used the filing systems inconsistently and files have been forwarded with incomplete listings. You might advocate for staff training to overcome these problems. (3)
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Finding Information
  • Retrieve files from an established file system. (1)
  • Contact co-workers who produce files to get information about the contents and possible categories of files. (1)
  • Look up names, addresses and telephone numbers in the White Pages, Yellow Pages and internal telephone directories. (1)
  • Consult computerized databases to find information. You may have to try various descriptors in order to find the information. (2)
  • Look up information in a software manual to figure out how to perform a certain function on the computer. (2)
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