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					Complete form of job title                          Project «J’enseigne les compétences essentielles»


Job Title               Records Management and Filing Clerks
NOC 1413
Information from the site www.rhdcc.gc.ca

Introduction

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.

The most important Essential Skills

       Reading Text
       Oral Communication
       Job task planning and organizing

Document Sections

       Reading Text
       Document Use
       Writing
       Numeracy
       Oral Communication
       Thinking Skills
           o Problem Solving
           o Decision Making
           o Critical Thinking
           o Job Task Planning and Organizing
           o Significant Use of Memory
           o Finding Information
       Working with Others
       Computer Use
       Continuous Learning
       Notes




NOC 1413 Records Management and Filing Clerks                                                   Page 1
Complete form of job title                              Project «J’enseigne les compétences essentielles»




A. Reading Text

Tasks             Complexity Level from 1 to 3

Records Management and Filing Clerks:

        scan files to locate misfiled documents. (1)

        read memos with information about new procedures or policies. (1)

        scan notes, letters, invoices and reports to determine where to file them. (1)

        review agenda for upcoming meetings to plan for items which will require their input. (2)

        may refer to the Information or Privacy Act or other pieces of legislation to learn the required
         retention period for various documents. (3)

        may 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)

Health Records Technicians:

        scan patients' charts to ensure everything is in order, and to locate information which aids
         them in deciding how to process and file the chart. (2)

        read doctors' notes and letters requesting charts or telling them where to file different types of
         information. (2)

Reading Summary

                                              Purpose for Reading
                     To scan for specific  To skim for       To read the full To read the full
  Type of Text
                     information/To locate overall meaning, text to understand text to critique
                     information           to get the 'gist' or to learn       or to evaluate
Forms                          >>

Labels                           >
Notes, Letters,                >>>                      >>               >
Memos
Manuals,
Specifications,                 >>                      >                >
Regulations
Reports, Books,                 >>
Journals




NOC 1413 Records Management and Filing Clerks                                                        Page 2
Complete form of job title                             Project «J’enseigne les compétences essentielles»




B. Document Use

Tasks           Complexity Level from 1 to 2

Records Management and Filing Clerks:

       read file and file box labels to organize files and groups of files. (1)
       use the phone book and internal office directories to look up a phone number or the spelling of
        a name. (1)
       read lists of codes, such as for governmental agencies. (1)
       read forms to identify their subject matter and decide how to classify and file them. (2)
       refer to the index of the records classification system manual. (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)

Health Records Technicians:

       read the labels on bags of inter-hospital mail. (1)
       read lists of patients admitted and discharged from the hospital each day. (1)
       complete Chart Request forms. (1)
       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. (2)
       complete forms for sick leave, expense claims and supply orders. (2)

Examples

       create file and file box labels to organize files and groups of files.

Document Use Summary

>>>     Read signs, labels or lists.
>>>     Complete forms by marking check boxes, recording numerical information or entering words,
        phrases, sentences or text of a paragraph or more. The list of specific tasks varies depending
        on what was reported.
>>>     Read completed forms containing check boxes, numerical entries, phrases, addresses,
        sentences or text of a paragraph or more. The list of specific tasks varies depending on what
        was reported.
 >>     Read tables, schedules or other table-like text (e.g., read work shift schedules).
  >     Create tables, schedules or other table-like text.
  >     Enter information on tables, schedules or other table-like text.
  >     Obtain specific information from graphs or charts.
  >     Obtain information from sketches, pictures or icons (e.g., computer toolbars).




NOC 1413 Records Management and Filing Clerks                                                     Page 3
Complete form of job title                             Project «J’enseigne les compétences essentielles»




C. Writing

Tasks            Complexity Level from 1 to 3

Records Management and Filing Clerks:

        write reminder notes to themselves and notes to others to clarify requests. (1)
        write lists of files created, indicating the file type, name and number. (1)
        complete various form letters. (1)
        write notes requesting more information when they are unsure of where to file a document. (1)
        keep an up-to-date record of files that have been removed by entering information in a
         Records Retrieval Log. (1)
        write down the substance of telephone requests. (1)
        write explanations and descriptions of the file system to orient new staff. (3)

Writing Summary

                 Purpose for Writing
                                         To            To            To present    To present
                 To          To keep a
Length                                   inform/to     persuade/to   an analysis   an          To
                 organize/to record/to
                                         request       justify a     or            evaluation entertain
                 remember document
                                         information   request       comparison    or critique
Text requiring
less than one       >>>         >>>          >>>
paragraph of
new text
Text rarely
requiring more                    >            >
than one
paragraph
Longer text

D. Numeracy

Task             Complexity Level

Records Management and Filing Clerks:

        compare totals on invoices and purchase orders to ensure that they match. (Scheduling,
         Budgeting & Accounting Math), (1)
        schedule the most appropriate times for chart pickups in various locations, taking into account
         the deadlines of inter-hospital transport. (Scheduling, Budgeting & Accounting Math), (2)
        compare enrolment numbers or program participation to those in the last few years to see if
         there has been an increase or a decrease. (Data Analysis Math), (1)

Health records technicians:

        calculate and record monthly averages for discharged, in-patients and deaths within hospitals.
         (Data Analysis Math), (2)


NOC 1413 Records Management and Filing Clerks                                                     Page 4
Complete form of job title                            Project «J’enseigne les compétences essentielles»

        estimate how much paper can fit into a box by judging the size of the box and the thickness of
         the paper. (Numerical Estimation), (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. (Numerical Estimation), (2)

    >>           Scheduling, Budgeting & Accounting Math          1 to 2
    >>           Data Analysis Math 1 to 2
    >>           Numerical Estimation 1 to 2

Math Skills Summary

a. Mathematical Foundations Used

Number Concepts

>      Whole Numbers
Read and write, count, round off, add or subtract, multiply or divide whole numbers.
For example, reading classification numbers in the records classification system manual.

>>>     Rational Numbers - Decimals
Read and write, round off, add or subtract decimals, multiply or divide by a decimal, multiply or
divide decimals.
For example, reading monthly discharge statistics.

>      Rational Numbers - Percent
Read and write percents, calculate the percent one number is of another, calculate a percent of a
number.

Statistics and Probability

>       Summary Calculations
Calculate averages.
Calculate rates other than percentages.
For example, calculating rates to summarize inpatient care on a monthly basis.

>>      Statistics and Probability
Use descriptive statistics (e.g. collecting, classifying, analyzing and interpreting data).
Use inferential statistics (e.g. using mathematical theories of probability, making conclusions about a
population or about how likely it is that some event will happen).
For example, calculating and recording statistics for monthly discharge, inpatients and deaths or
charting and comparing the number of patients that attended various clinics in a one year period.

b. How Calculations are Performed

>>       In their heads.
>        Using a pen and paper.
>        Using a calculator.
>        Using a computer.

c. Measurement Instruments Used

>        Time. For example, using a calendar or clock.

NOC 1413 Records Management and Filing Clerks                                                       Page 5
Complete form of job title                            Project «J’enseigne les compétences essentielles»




E. Oral Communication

Tasks           Complexity Level from 1 to 3

Records Management and Filing Clerks:

       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 couriers when sending or receiving packages. (1)
       speak with off-site storage companies when they need information about the retrieval of files.
        (1)
       discuss priorities and goals with supervisors. (2)
       co-ordinate work with other support staff within one's section, or with other departments. (2)
       conduct orientation sessions with, or make presentations to, new staff and administrators
        regarding the filing system used in their organization. (2) , (occasionally)

Health Records Technicians:

       speak to patients who call to ask about the status of their charts, e.g., whether an X-ray report
        has been received. (2)

Modes of Communication Used

>>>     In person.
>>>     Using a telephone.
>       Using a two-way radio or other such means.

Environmental Factors Affecting Communication

Some records management and filing clerks work in busy areas where there is noise from nearby
conversations and the operation of office machinery.




NOC 1413 Records Management and Filing Clerks                                                      Page 6
                            Complete form of job title                     Project «J’enseigne les compétences essentielles»

Oral Communication Summary

                                                                      Purpose for Oral Communication (Part I)
                                                                       To
                                                                       provide/receive                 To co-ordinate
                      Type                                 To take                     To seek, obtain                   To reassure,
                                                To greet               information,                    work with that of
                                                           messages                    information                       comfort
                                                                       explanation,                    others
                                                                       direction
Listening (little or no interaction)                            >              >>

Speaking (little or no interaction)                                           >

Interact with co-workers                                        >            >>>               >>              >>>             >

Interact with those you supervise or direct                                   >                >                >

Interact with supervisor/manager                                >            >>>              >>>              >>
Interact with peers and colleagues from other
organization
Interact with customers/clients/ public             >>          >             >>               >>                              >

Interact with suppliers, servicers                                            >

Participate in group discussion                                               >                                 >
Present information to a small group
Present information to a large group




NOC 1413 Records Management and Filing Clerks                                              Page 7
                            Complete form of job title                      Project «J’enseigne les compétences essentielles»


                                                                    Purpose for Oral Communication (Part II)
                                              To discuss                                    To instruct,
                     Type                     (exchange                    To facilitate,   instill          To negotiate,
                                                             To persuade                                                        To entertain
                                              information,                 animate          understanding,   resolve conflict
                                              opinions)                                     knowledge
Listening (little or no interaction)
Speaking (little or no interaction)                                                         >
Interact with co-workers                      >>                                            >
Interact with those you supervise or direct                                                 >
Interact with supervisor/manager              >>
Interact with peers and colleagues from
other organization
Interact with customers/clients/ public                      >                              >
Interact with suppliers, servicers
Participate in group discussion               >
Present information to a small group
Present information to a large group




NOC 1413 Records Management and Filing Clerks                                                   Page 8
Complete form of job title                            Project «J’enseigne les compétences essentielles»



F. Thinking Skills

1. Problem Solving

Tasks           Complexity Level from 1 to 3

Records Management and Filing Clerks:

       may have to cope with a lost file. They attempt to locate it by checking probable locations and
        contacting individuals likely to have it. (1)
       may be asked to find a file for individuals who are aware of the file's contents but do not know
        its classification number. They try to narrow down the scope of the file and then look in the
        most obvious places. (2)
       may find that filing systems are used inconsistently by untrained staff and that files may be
        forwarded with incomplete listings. They might advocate staff training to overcome these
        problems. (3)

2. Decision Making

Tasks           Complexity Level from 1 to 3

Records Management and Filing Clerks:

       decide when to ship boxes of files for off-site storage. (1)
       decide when supplies are needed and prepare a list for their 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)

3. Critical Thinking

Critical Thinking information was not collected for this profile.

4. Job Task Planning and Organizing

Complexity Level 2
Own job planning and organizing
   Records management and filing 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.

5. Significant Use of Memory

       remember the status of files and which ones have been sent to storage.
       remember specific deadlines for particular tasks which need to be done, such as assembling
        certain batches of files by a certain date.
       remember information about files such as their content, how they were classified, their current
        location and their numbers and classification codes.

NOC 1413 Records Management and Filing Clerks                                                    Page 9
Complete form of job title                          Project «J’enseigne les compétences essentielles»

6. Finding Information

Tasks           Complexity Level from 1 to 3

Records Management and Filing Clerks:

        retrieve files from an established file system. (1) , (daily)
        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)
        may look up information in a software manual to figure out how to perform a certain function
         on the computer. (2)
        may consult computerized databases to find information. They may have to try various
         descriptors in order to find the information they are seeking. (2)

G. Working with Others
Records management and filing clerks generally work independently or alone filing, managing and
retrieving files and records. They may work with a partner or helper or as a member of a Records
Department team, exchanging information about files and discussing classification problems.

Participation in Supervisory or Leadership Activities

>>       Participate in formal discussions about work processes or product improvement.
>>>      Have opportunities to make suggestions on improving work processes.
>        Monitor the work performance of others.
>        Inform other workers or demonstrate to them how tasks are performed.
>        Orient new employees.
>        Assign routine tasks to other workers.
>        Identify training that is required by, or would be useful for, other workers.

H. Computer Use

Tasks           Complexity Level from 1 to 2

Records Management and Filing Clerks:

        they access file information on a computerized database of file topics, names and numbers.
         Some complete data entry by responding to prompts on the computer screen, with no
         requirement for the creation of new documents. (1)
        they write memos about problems with file classification or retrieval. (2)
        they use e-mail to communicate with co-workers and clients. (2)

Computer Use Summary

>>       Use word processing.
>>       Use a database.
>        Use communications software.




NOC 1413 Records Management and Filing Clerks                                                 Page 10
Complete form of job title                             Project «J’enseigne les compétences essentielles»




I. Continuous Learning
Records management and filing clerks have an ongoing need for on-the-job learning. They need to
keep up-to-date with their organization's activities and the latest technical changes. They learn from
co-workers, supervisors and users of documents. They may take courses in computer applications and
file management.

How Learning Occurs

Learning may be acquired:

>>>     As part of regular work activity.
>>      From co-workers.
>>      Through training offered in the workplace.
>>      Through reading or other forms of self-study

            at work.
            on worker's own time.
            using materials available through work.

>       Through off-site training

            partially subsidized.

J. Other Information
In addition to collecting information for this Essential Skills Profile, our interviews with job
incumbents also asked about the following topics.

Physical Aspects

Records management and filing clerks sit when reading and writing forms, entering data and
answering the phone. They stand, walk and bend to put away and retrieve documents, files and file
boxes.

Attitudes

The records management and filing clerks interviewed felt that records management and filing clerks
should have good listening and interpersonal skills and be patient, accurate, flexible, detailed and
organized.

Future Trends Affecting Essential Skills

In the future there will be increased use of computers for records tracking and document scanning, and
further computerization of files. This will lead to a need for more highly developed computer skills
and a focus on continuous learning.




NOC 1413 Records Management and Filing Clerks                                                      Page 11

				
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