File Recorder

Job Summary

The File Recorder is responsible for maintaining, organizing, storing, and retrieving company documents and records. The role ensures that all files are properly recorded, classified, and kept secure while supporting smooth office operations and compliance with company policies.

Key Duties and Responsibilities

Records and File Management

• Receive, register, and record incoming and outgoing documents. 
• Organize physical and electronic files according to company filing systems. 
• Maintain accurate records of all company documents. 
• Ensure documents are properly labeled, indexed, and archived. 
• Track file movement and maintain a file tracking log. 
• Retrieve documents and records upon authorized request.  
• Ensure confidentiality and security of sensitive documents. 

Document Control

• Maintain document control registers and filing databases. 
• Verify that all documents are complete before filing. 
• Update records and archives regularly. 
• Ensure document versions are properly managed and stored. 
• Assist departments in locating and accessing required records. 

Archive Management

• Archive inactive records according to company retention policies. 
• Dispose of records following approved procedures and retention schedules. 
• Maintain organized storage areas for archived documents. 
• Conduct periodic file audits to ensure accuracy and completeness. 

Administrative Support

• Assist with photocopying, scanning, and document distribution. 
• Prepare reports related to records and filing activities. 
• Support office administration activities as assigned. 
• Coordinate with departments regarding documentation requirements. 

Compliance and Confidentiality

• Ensure compliance with company policies and document management procedures. 
• Protect confidential information from unauthorized access. 
• Maintain data integrity and document security at all times. 

Department:

Administration / Records Management

Reports To:

Administrative Manager