File Clerk how-to

How to Scan and Index a Batch of Records

Good indexing makes scans searchable.

Updated By the Career Education Institute Curriculum Team
Quick answer

Good indexing makes scans searchable. In short: prepare; remove; scan, then complete the remaining steps below.

Step by step

  1. Prepare documents.

  2. Remove staples.

  3. Scan at the right resolution.

  4. Check image quality.

  5. Add index fields.

  6. Verify a sample.

Safety reminders for file clerks

  • Lift boxes safely
  • Protect confidential records
  • Shred securely
  • Keep aisles clear

Alphabetic filing · Numeric filing · Terminal digit filing · Indexing · Retention schedule · Purge: see the full file clerk glossary.

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