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Hiring guide

Records Clerk Job Description (Free 2026 Template)

A complete, copy-pasteable records clerk job description — responsibilities, requirements, tools, and KPIs. Then the part most templates skip: which 80% of the role you can automate instead of hiring for.

The Caddi Team•

Below is a complete, ready-to-use records clerk job description you can copy, paste, and adapt. It reflects how the role actually runs across the systems a professional-services back office uses in 2026. Take what you need. Then, before you post it, read the section after the template: most of what’s on this list is repetitive, cross-system work you can automate.

Records Clerk job description (free template)

Job title: Records Clerk
Reports to: Operations Manager
Summary: A records clerk, the role many firms now post as a digital metadata clerk, files and profiles documents with consistent metadata, renames and tags files, builds the folder structure, and applies retention across the DMS. Caddi runs that role as deterministic code. The filing, automated and auditable, without adding headcount.

Records Clerk responsibilities

  • Document profiling & metadata
  • DMS filing
  • Folder structure & organization
  • Retention & lifecycle

Records Clerk requirements and qualifications

  • 2+ years in a back-office, operations, or administrative role, ideally in legal or financial services.
  • Proficiency with the systems this role touches — iManage, NetDocuments, SharePoint, Box, and similar tools.
  • Strong attention to detail and comfort moving work accurately across multiple systems.
  • Spreadsheet and reporting fluency; discretion handling confidential client and firm data.

What does a records clerk do day-to-day?

Day to day, the role moves the same data between the same systems: document profiling & metadata, dms filing, folder structure & organization, and the follow-up that keeps each of those on track. It’s measured on throughput, accuracy, turnaround, and exceptions caught — all of which improve when the mechanical work happens faster and more consistently.

Before you post this role, here’s the math

Read back through the responsibilities above. Most of them are high-volume, rule-based, cross-system tasks — the exact profile of work that an AI records clerk runs as deterministic code, unattended, the same way every time. Before you open a req, it’s worth knowing what that automation already covers.

0 hrs
Saved per month at the average Caddi customer
>0 FTEs
Worth of capacity, automated
The average Caddi customer saves 904 hours a month — more than five full-time hires, automated.

Here is the same role, mapped to what Caddi runs for you versus what stays with a person:

  • Records ClerkDigital twin

    TodayA records clerk, the role many firms now post as a digital metadata clerk, files and profiles documents with consistent metadata, renames and tags files, builds the folder structure, and applies retention across the DMS. Caddi runs that role as deterministic code. The filing, automated and auditable, without adding headcount.

    • Document profiling & metadata
    • DMS filing
    • Folder structure & organization
    • Retention & lifecycle
    iManageNetDocumentsSharePointBox
The repetitive 80% runs as deterministic code; your team keeps the judgment.

Is it reliable and compliant?

  • Reliability. Caddi uses AI to build the automation. What runs in production is deterministic code calling your systems via API, repeatable and consistent, with any model step logged and reviewable.
  • Compliance. Every run is logged and reviewable for an audit trail you can defend, and Caddi maintains SOC 2 Type II compliance.
  • Your current person. The honest frame is augmentation: keep your best people on judgment and exceptions, and automate the drudgery. You scale output without the next backfill, training cycle, or desk.

Help me automate records Clerk in iManage and NetDocuments. Caddi builds the loop and runs it.

Record the records clerk workflow; Caddi builds it as deterministic code and runs it across your stack.
You can still hire the judgment. But the repetitive records clerk work doesn’t need a seat. See what the AI records clerk runs, or compare the cost of hiring versus automating in our hire-vs-automate breakdown.

Frequently asked questions

What does a records clerk do?

A records clerk handles document profiling & metadata, dms filing, folder structure & organization, retention & lifecycle, and the follow-up that keeps each on track. In a professional-services firm the role spans systems like iManage, NetDocuments, SharePoint, Box.

What software does a records clerk use?

Most records clerks work across iManage, NetDocuments, SharePoint, Box, Dropbox and spreadsheets for tracking and reconciliation.

How much of a records clerk's job can be automated?

The high-volume, rule-based core — document profiling & metadata, dms filing, folder structure & organization — is exactly the cross-system work an AI records clerk automates with Caddi. Judgment calls and exceptions stay with a person, so most of the repetitive workload can run unattended while your team reviews exceptions.

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