Administration

To Become File Clerk / Records Clerk in Ontario: Salary, Training, and Career Outlook

by Occupations.ca Team
10 min read

Are you organized, detail‑oriented, and calm under pressure? If you like helping offices run smoothly and enjoy putting Information in order, a career as a File Clerk / Records Clerk in Ontario could be a great fit for you.

Job Description

In Ontario, a File Clerk / Records Clerk is the person who keeps information accurate, up to date, and easy to find. You work behind the scenes in hospitals, schools, law firms, municipalities, and businesses to manage both paper and electronic records. Your goal is to help people get the right information, at the right time, while protecting privacy and following the law.

Many roles focus on paper filing and scanning, while others focus on electronic document Management systems (EDMS) and records retention. In larger organizations, especially in healthcare and government, the role may be called Records Clerk, Records Technician, Health Records Clerk, Information Management Clerk, or Document Control Clerk.

Daily work activities

You will spend most of your day handling documents—either physical files or digital records. You will label, sort, index, scan, upload, and retrieve records. You will also respond to requests from staff, track file movements, verify data, and destroy records that have reached the end of their retention period. In many workplaces, you will use systems like SharePoint, Laserfiche, OpenText, OnBase, or electronic health record (EHR) platforms such as MEDITECH, Epic, or Cerner.

Your work must follow Ontario laws and policies that protect personal information. In the public sector, the key laws are the Freedom of Information and Protection of Privacy Act (FIPPA), Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and in healthcare the Personal Health Information Protection Act (PHIPA).

Main tasks

  • Receive, sort, and file documents (paper and digital) using clear classification systems
  • Create new files, assign file numbers, and maintain file indexes and metadata
  • Scan and digitize paper records; check image quality and completeness
  • Data entry: update databases or EDMS; correct errors and remove duplicates
  • Process records requests from staff and authorized external parties
  • Retrieve and return files; track who borrowed a file and when it is due back
  • Apply retention schedules and assist with secure document disposition (shredding/deletion) after approvals
  • Protect confidential and personal information and follow privacy rules
  • Prepare reports, logs, and inventories for audits or legal holds
  • Support FOI (freedom of information) or access to information processes in public organizations
  • Provide front‑line service: answer questions, explain file procedures, and direct people to the right resources
  • Maintain filing equipment (shelving, boxes, scanners) and order supplies
  • Follow health and Safety guidelines for lifting boxes and using step stools or ladders
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Some roles include specialized tasks, like indexing medical charts, preparing disclosure packages for legal teams, or helping with system migrations from paper to digital records.

Required Education

Becoming a File Clerk / Records Clerk in Ontario does not require a specific license. Employers usually look for a high school diploma plus job‑related Training. A college certificate or diploma in Office Administration or records/information management makes you more competitive, especially in hospitals, municipalities, universities, and larger corporations.

Diplomas

  • Certificate (6–12 months)

    • Office Administration – General
    • Records and Information Management (RIM) certificate (where available)
    • Medical Office Practices (helpful for Hospital and clinic roles)

  • College Diploma (2 years)

    • Office Administration – Executive, Health Services, or Legal
    • Library and Information Technician (some courses overlap with records)
    • Business Administration with electives in information management

  • Bachelor’s Degree (optional, 3–4 years)

    • Not required for most clerk roles, but helpful for advancement
    • Consider fields such as Business, Information Studies, or Public Administration
    • Some graduates later pursue advanced records/information management roles

If you plan to grow into a Records Management Technician or Information Governance role, choose courses that cover EDMS, metadata, classification, retention Scheduling, privacy law, and digital transformation.

Length of studies

  • Certificate: about 1 year or less
  • College Diploma: 2 years
  • Bachelor’s Degree: 3–4 years

You can also add short micro‑credentials and professional certificates while working.

Where to study? (Ontario)

Explore programs and apply through Ontario’s central college application portal:

Ontario colleges with relevant programs (check each college’s program list for “Office Administration,” “Health Office,” “Legal Office,” “Records/Information Management,” or “Document Control”):

University pathways (optional for advancement):

Useful Ontario resources and regulations:

Professional associations and certifications:

These organizations provide webinars, courses, and networking that can boost your career.

Salary and Working Conditions

Salary in Ontario

Pay varies by sector, region, and your responsibilities. Hospitals, governments, and universities often pay more than small private offices, and unionized roles can include premiums and step increases.

  • Entry-level File Clerk / Records Clerk:
    • About $18–$24 per hour in many Ontario regions (roughly $35,000–$48,000 annually for full‑time)
  • Experienced Records Clerk / Records Management Technician:
    • About $26–$35 per hour or higher, depending on specialization and sector (roughly $50,000–$70,000+ annually)
  • Specialized roles (document control in engineering, unionized hospital records, or advanced EDMS roles) may offer higher rates
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For updated Ontario wage and outlook data, check Government of Canada Job Bank (search “records management technicians” or “general Office Support workers”):

Working hours and environment

  • Typical schedule: weekday, daytime hours (e.g., 8:30–4:30)
  • Some workplaces offer shift work or evenings/weekends, especially hospitals and 24/7 services
  • Hybrid/remote: Possible in roles focusing on digital records, but many jobs remain on‑site due to paper handling and privacy/Security
  • Physical demands: Lifting banker’s boxes, standing while filing, moving carts, climbing step stools
  • Security and privacy: Strict rules for storage, access, and disposal of sensitive files; logged access and audits are common
  • Tools and tech: Scanners, labelers, barcode systems, EDMS, EHRs, Excel/Access, databases, and collaboration platforms

Benefits: Many full‑time roles include health benefits, pension plans (especially in public sector), paid vacation, and union coverage (common in hospitals, municipalities, and universities).

Job outlook in Ontario

Demand is steady, with growth in:

  • Healthcare (electronic health records, privacy Compliance, and backfile scanning)
  • Municipal/provincial government (FOI requests, retention, digitization)
  • Education and legal sectors (document disclosure, compliance)
  • Engineering/manufacturing (document control, Quality Assurance)

Even as offices go paperless, the need for structured, compliant information management is increasing. Employers value clerks with EDMS skills, privacy knowledge, and change‑management awareness.

Explore official labour market information:

Key Skills

Soft skills

  • Attention to detail: catching misfiles, typos, and duplicates
  • Organization: arranging large volumes of information so others can find it quickly
  • Confidentiality: handling sensitive documents with care
  • Customer Service: assisting staff, patients, students, and the public
  • Time management: meeting daily quotas and deadlines
  • Communication: clear written and verbal updates, simple instructions for users
  • Adaptability: shifting between paper and digital processes, learning new systems
  • Teamwork: working with admin teams, IT, privacy officers, and department staff
  • Problem‑solving: tracing missing files, resolving access issues, improving workflows

Hard skills

  • Classification and indexing of records
  • Data entry and Quality Control
  • Scanning and imaging (image resolution, OCR, file formats, batch indexing)
  • EDMS/EHR tools (e.g., SharePoint, Laserfiche, OpenText, OnBase; MEDITECH/Epic/Cerner in health)
  • Metadata standards and file naming conventions
  • Retention schedules and secure destruction procedures
  • Privacy and compliance (FIPPA/MFIPPA/PHIPA, PIPEDA basics)
  • Microsoft Office (Word, Excel, Outlook), databases, and reporting
  • FOI/ATIP support (document retrieval, redaction support, tracking)
  • Records inventory and audits; chain‑of‑custody and legal hold procedures

Advantages and Disadvantages

Advantages

  • Clear entry pathway with certificate or diploma; you can start quickly
  • Steady demand across many sectors (health, government, education, legal, corporate)
  • Opportunities to specialize in digital records, privacy, or document control
  • Predictable schedules; many weekday/daytime roles
  • Transferable skills that support advancement into Records Management, Information Governance, privacy, or Office Management
  • Public sector roles may offer union protection, pensions, and strong benefits
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Disadvantages

  • Some tasks can be repetitive (filing, scanning, indexing)
  • Physical demands like lifting boxes and standing for long periods
  • Strict deadlines and quotas during audits, backfile projects, or legal disclosures
  • On‑site presence often required due to paper handling and security
  • Need to keep up with changing technology and privacy requirements

Expert Opinion

If you are starting out, invest in building both foundational office skills and core records skills. An Office Administration certificate can land your first role, but adding records and information management courses (classification, metadata, retention, and privacy) quickly increases your value—especially in hospitals, municipalities, and universities in Ontario.

To stand out:

  • Learn an EDMS used in Ontario (e.g., SharePoint or Laserfiche) and practice file plans, permissions, and version control.
  • Understand Ontario privacy laws—FIPPA, MFIPPA, PHIPA—and how they affect day‑to‑day records work.
  • Build a simple portfolio: sample file naming conventions, a mock retention schedule, scanning workflows, and a basic records inventory template.
  • Join ARMA Canada or AIIM to network and learn about best practices; aim for AIIM’s CIP or ICRM coursework if you plan to move into Records Management Technician roles.

This path is excellent if you like order, accuracy, and helping others find information fast. With experience, you can progress to Records Coordinator, Records Management Technician, FOI/Privacy Clerk, Document Control Specialist, or Information Governance Analyst.

FAQ

Do I need a specific certification to work as a File Clerk / Records Clerk in Ontario?

No specific certification is required to start. Most employers ask for a high school diploma and prefer a college certificate/diploma in Office Administration or Records/Information Management. Certifications like AIIM’s Certified Information Professional (CIP) or ICRM’s CRM can help you advance, especially into technician, coordinator, or governance roles.

Can I work remotely as a Records Clerk in Ontario?

Partly. Roles focused on digital records may offer hybrid work, especially in government and higher education. However, many positions require on‑site work to handle paper files, scanning, chain‑of‑custody, and secure storage. Hospitals and legal offices particularly require in‑person work due to privacy and security.

What sectors in Ontario hire the most File/Records Clerks?

You will find strong demand in:

  • Healthcare (hospitals, clinics, public health units)
  • Municipal and provincial government (city halls, service departments, ministries)
  • Education (universities, colleges, school boards)
  • Legal (law firms, courts, legal departments)
  • Engineering/manufacturing (document control)
  • Financial services and Insurance (compliance and audits)

Will Automation eliminate File Clerk jobs?

Automation changes the work but does not remove the need for human oversight. Scanning, OCR, and auto‑classification help, but people still manage metadata, quality control, retention decisions, privacy reviews, and exception handling. Demand is shifting from paper filing to digital records and privacy‑compliant workflows—skills you can learn and use.

Do I need a background check or vaccinations for these roles?

Many Ontario employers—especially hospitals, long‑term care, and public sector—require a criminal record check, and health settings often ask for immunization records (e.g., for hospital policies). Check each posting to confirm requirements. Privacy training and confidentiality agreements are common across sectors.

External links you may find useful:

By developing strong organization, privacy awareness, and EDMS skills, you can build a stable and rewarding records career in Ontario’s administration field.

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