Filing Clerk Onboarding Checklist

Filing Clerk Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new Filing Clerk starts their role, they can learn about their responsibilities and your company as quickly as possible? Whether you’re keen to use buddy onboarding, want to automate your Administration onboarding experience or just need an onboarding checklist for your new Filing Clerk, you’re in the right place. We’ve put together a sample Filing Clerk onboarding checklist below and have created onboarding templates & resources to help.

Filing Clerk Onboarding Checklist

1. Introduction to company policies and procedures: The new filing clerk should be provided with a comprehensive overview of the company’s policies and procedures related to filing and document management. This task is typically performed by the HR department or a designated supervisor who is well-versed in the company’s administrative processes.

2. Familiarization with filing systems: The filing clerk should be introduced to the various filing systems used within the company, such as alphabetical, numerical, or color-coded systems. They should be given hands-on training on how to organize and retrieve files efficiently. This task is usually performed by a senior filing clerk or a supervisor within the administrative department.

3. Understanding document categorization: The new filing clerk should be educated on the different categories of documents commonly used in the company, such as invoices, contracts, personnel records, or client files. They should learn how to identify and categorize documents accurately to ensure proper filing. This task is typically performed by a senior filing clerk or a supervisor.

4. Training on electronic document management systems: If the company utilizes electronic document management systems, the new filing clerk should receive training on how to navigate and utilize these systems effectively. They should learn how to scan, upload, and retrieve electronic files, as well as understand any specific protocols or software used. This task is usually performed by the IT department or a designated trainer.

5. Introduction to confidentiality and data protection: As a filing clerk, it is crucial to understand the importance of confidentiality and data protection. The new employee should be educated on the company’s policies regarding the handling of sensitive information, including proper disposal of confidential documents. This task is typically performed by the HR department or a supervisor.

6. Collaboration with other departments: The filing clerk should be introduced to key personnel in other departments who may require their assistance in retrieving or organizing files. This task helps foster effective communication and collaboration within the company. It is usually performed by a supervisor or the administrative department.

7. Familiarization with office equipment: The new filing clerk should receive training on how to operate office equipment such as photocopiers, scanners, and printers. They should also be shown how to troubleshoot common issues that may arise. This task is typically performed by the IT department or a designated trainer.

8. Understanding record retention policies: The filing clerk should be educated on the company’s record retention policies, including how long certain documents need to be kept and when they can be disposed of. This task is usually performed by a senior filing clerk or a supervisor within the administrative department.

9. Introduction to filing clerk responsibilities: The new employee should receive a detailed overview of their specific responsibilities as a filing clerk, including tasks such as maintaining file logs, updating file indexes, and ensuring files are stored in the correct location. This task is typically performed by a supervisor or the administrative department.

10. Shadowing experienced filing clerks: To gain practical experience and learn best practices, the new filing clerk should have the opportunity to shadow experienced colleagues. This task allows them to observe and learn from experienced professionals in the field. It is usually organized by a supervisor or the administrative department

Setting Up Your Employee Onboarding Process

From reading through the items in the example Filing Clerk checklist above, you’ll now have an idea of how you can apply best practices to getting your new Filing Clerk up to speed and working well in your Administration team. Scroll up to see the link to our onboarding templates & resources or get in touch to discuss getting help setting up your systems and processes in this area.