Top 12 Records Clerk Skills to Put on Your Resume

A strong Records Clerk resume doesn’t just list tasks; it spotlights the skills that keep information orderly, accurate, and secure. Show your blend of technical fluency, meticulous habits, and steady organization. That mix turns routine record-keeping into reliable, fast, and compliant information flow.

Records Clerk Skills

1. Data Entry
2. Microsoft Excel
3. Database Management
4. Document Scanning
5. SharePoint
6. Records Retention
7. Confidentiality
8. Adobe Acrobat
9. Typing Speed
10. Organizational
11. Attention to Detail
12. Communication

1. Data Entry

Data entry for a Records Clerk means capturing, updating, and maintaining information from paper or digital sources into systems and databases with precision and speed.

Why It's Important

Accurate entry preserves data integrity, speeds retrieval and reporting, and keeps decisions grounded in reliable, current information.

How to Improve Data Entry Skills

To strengthen accuracy and throughput:

1. Use purpose-built forms: Standard fields, validation rules, and keyboard shortcuts reduce errors.

2. Standardize processes: Templates, naming conventions, and clear SOPs keep entries consistent across teams.

3. Train regularly: Short refreshers on tools and new procedures prevent drift and bad habits.

4. Automate capture: Apply OCR and import routines to minimize manual retyping from scans and exports.

5. Audit often: Spot-checks and reconciliation catch issues early and improve future inputs.

6. Open a feedback loop: Give staff a quick way to flag confusing fields or bottlenecks.

How to Display Data Entry Skills on Your Resume

2. Microsoft Excel

Microsoft Excel is a spreadsheet tool used to organize, analyze, and report data—ideal for tracking records, lists, and metrics.

Why It's Important

It enables quick sorting, filtering, validation, and analysis of large datasets, helping a Records Clerk keep information clean, findable, and report-ready.

How to Improve Microsoft Excel Skills

1. Master key formulas: XLOOKUP, INDEX with XMATCH, IF/IFS, SUMIFS, TEXTSPLIT, and DATE functions.

2. Use PivotTables: Summarize, group, and slice large lists in seconds.

3. Apply Data Validation: Drop-downs, rules, and input messages prevent bad data.

4. Automate routine work: Macros and Office Scripts handle repetitive steps reliably.

5. Leverage Power Query: Clean, combine, and refresh data from multiple sources.

6. Visualize clearly: Charts, sparklines, and conditional formatting to highlight trends and exceptions.

7. Stay current: New Excel features roll out frequently—keep an eye on dynamic arrays, LAMBDA, and more.

How to Display Microsoft Excel Skills on Your Resume

3. Database Management

Database management is the structured organization, storage, retrieval, security, and updating of data so authorized users get accurate information when they need it.

Why It's Important

It keeps records consistent, secure, compliant, and accessible—core duties for any Records Clerk.

How to Improve Database Management Skills

1. Design for clarity: Consistent schemas, naming conventions, and metadata make retrieval faster.

2. Back up reliably: Use the 3-2-1 rule (three copies, two media types, one off-site) and test restores.

3. Enforce data quality: De-duplicate, validate inputs, and schedule periodic cleanups.

4. Tighten access: Role-based permissions, least privilege, and MFA for sensitive data.

5. Patch and monitor: Keep software updated and log access/events for auditing.

6. Document and train: Playbooks, data dictionaries, and quick guides keep standards consistent.

How to Display Database Management Skills on Your Resume

4. Document Scanning

Document scanning converts paper records into searchable digital files for storage, retrieval, and lifecycle management.

Why It's Important

Digital files save space, boost searchability, and strengthen security and continuity planning.

How to Improve Document Scanning Skills

1. Pick the right scanner: Fast duplex ADF, 300 dpi for text, higher for images; brands like Epson or Fujitsu are common.

2. Use robust software: OCR, batch processing, and barcode/separator sheets; tools like Adobe Acrobat or ABBYY FineReader work well.

3. Maintain gear: Clean rollers, calibrate, and update firmware/software on a schedule.

4. Prep before you scan: Remove staples, flatten folds, and group by type to avoid jams and rescans.

5. Name and file consistently: Standard filenames, folders, and metadata; consider PDF/A for long-term preservation.

6. Back up and secure: Versioned cloud plus an offline copy; encrypt sensitive sets.

7. Keep learning: Short trainings on new features and improved workflows pay off quickly.

How to Display Document Scanning Skills on Your Resume

5. SharePoint

SharePoint is a web platform for document management and collaboration, letting teams store, organize, secure, and share records.

Why It's Important

It centralizes content, streamlines approvals, enforces permissions, and speeds up retrieval—exactly what reliable recordkeeping demands.

How to Improve SharePoint Skills

1. Plan the information architecture: Sites, libraries, metadata, and content types for clean structure and easy filtering.

2. Set precise permissions: Groups, roles, and least-privilege access to protect sensitive files.

3. Automate workflows: Power Automate for approvals, notifications, and routing.

4. Use versioning and retention: Track changes and apply retention labels (e.g., via Microsoft Purview) to meet policy.

5. Tune search: Managed properties and refiners to make results relevant and fast.

6. Secure external sharing: Expiring links, limited permissions, and audit trails.

7. Train users and govern: Short guides, champions, and a tidy site lifecycle prevent sprawl.

8. Review content regularly: Archive stale items and remove duplicates to keep storage lean.

How to Display SharePoint Skills on Your Resume

6. Records Retention

Records retention is the practice of keeping records for legally and operationally defined periods, then archiving or disposing of them on schedule.

Why It's Important

It supports compliance, preserves institutional memory, reduces risk, and keeps storage costs under control.

How to Improve Records Retention Skills

1. Update policies: Align with current laws and standards (e.g., GDPR, HIPAA, SOX, and local requirements).

2. Digitize where appropriate: Scan to searchable formats, capture metadata, and standardize file types (PDF/A helps).

3. Classify consistently: A taxonomy based on function, sensitivity, and retention period improves retrieval and control.

4. Adopt RMS software: Automate schedules, legal holds, and disposition; log actions for audit.

5. Train everyone: Short, periodic refreshers keep policy front-of-mind across departments.

6. Audit and refine: Test compliance, verify destruction, and adjust schedules as laws change.

How to Display Records Retention Skills on Your Resume

7. Confidentiality

Confidentiality means protecting sensitive or personal information from unauthorized access, disclosure, or misuse throughout its lifecycle.

Why It's Important

It preserves privacy, meets legal and contractual duties, builds trust, and lowers the chance of costly incidents.

How to Improve Confidentiality Skills

1. Control access: Role-based permissions, need-to-know, and periodic access reviews.

2. Encrypt data: At rest and in transit, with strong keys and key management.

3. Train regularly: Privacy basics, phishing awareness, and secure handling procedures.

4. Secure physical records: Locked cabinets, controlled rooms, and a sign-in/out process.

5. Clean desk policy: No sensitive info left in the open; shred bins at arm’s reach.

6. Audit and respond: Monitor for policy breaches and maintain an incident response plan.

How to Display Confidentiality Skills on Your Resume

8. Adobe Acrobat

Adobe Acrobat is software for creating, editing, securing, and organizing PDF documents.

Why It's Important

PDFs are the lingua franca of records. Acrobat helps standardize, protect, and streamline digital documents at scale.

How to Improve Adobe Acrobat Skills

1. Organize pages: Rearrange, rotate, split, or merge to keep documents clean and navigable.

2. Optimize files: Compress and remediate to balance quality and size for storage and sharing.

3. Lock it down: Passwords, certificates, and redaction to protect sensitive data.

4. Build accessibility: Tags, alt text, reading order, and the accessibility checker for inclusive PDFs.

5. Automate: Action Wizard for repeatable tasks—naming, optimizing, watermarking, and securing.

How to Display Adobe Acrobat Skills on Your Resume

9. Typing Speed

Typing speed is the number of words per minute you can enter accurately—vital for prompt data entry and record updates.

Why It's Important

Faster, accurate typing shortens queues, improves turnaround times, and reduces transcription errors.

How to Improve Typing Speed Skills

1. Practice daily: Short, consistent drills with typing trainers build muscle memory.

2. Learn touch typing: Eyes on the screen, not the keys; focus on accuracy first.

3. Make it fun: Typing games (like Nitro Type) keep practice engaging.

4. Set goals: Track WPM and accuracy; increase targets gradually.

5. Fix ergonomics: Neutral wrist posture, comfortable chair, and correct keyboard height to avoid fatigue.

6. Use shortcuts and expanders: Hotkeys and text expansion for common phrases speed repeat work.

How to Display Typing Speed Skills on Your Resume

10. Organizational

Organizational skills cover how you categorize, file, track, and retrieve records—consistently, quickly, and in compliance with policy.

Why It's Important

Good organization slashes search time, reduces errors, and keeps the right information at your fingertips.

How to Improve Organizational Skills

1. Prioritize and plan: Use an Eisenhower Matrix or daily triage to schedule what matters.

2. Digitize smartly: A document management system with metadata makes retrieval almost instant.

3. Build a filing standard: Alphabetical, numerical, or functional—pick one, document it, and stick to it.

4. Audit routinely: Check for misfiles, duplicates, and policy gaps; correct and coach.

5. Use tools: Task boards like Trello or Asana; notes in OneNote or Evernote; simple beats fancy if it’s consistent.

6. Keep learning: Professional groups such as AIIM or ARMA share evolving practices.

7. Invite feedback: Ask frequent users if the structure works; adjust when patterns change.

How to Display Organizational Skills on Your Resume

11. Attention to Detail

Attention to detail means carefully recording, verifying, and maintaining information so records are accurate, complete, and consistent.

Why It's Important

It prevents costly mistakes, strengthens compliance, and makes retrieval and reporting dependable.

How to Improve Attention to Detail Skills

1. Listen actively: Confirm requirements, repeat back key details, and ask clarifying questions.

2. Use checklists and templates: Standard steps and forms cut variance and omissions.

3. Declutter your workspace: A tidy desk and screen reduce distraction and rework.

4. Take breaks: Short pauses (Pomodoro-style) help sustain focus over long stretches.

5. Double-check: Two-pass reviews and peer checks catch what you’ll miss alone.

6. Keep skills fresh: Short courses and reading on records practices sharpen habits.

How to Display Attention to Detail Skills on Your Resume

12. Communication

Communication for a Records Clerk is the clear exchange of information—emails, tickets, notes, and conversations—so requests are understood, records move correctly, and updates reach the right people.

Why It's Important

It drives accurate intake, timely service, and compliant handling of information across teams.

How to Improve Communication Skills

1. Practice active listening: Focus, paraphrase, and confirm before acting.

2. Write clearly: Simple language, consistent templates, and concise subject lines.

3. Use the right channel: Email for formal updates; Teams or Slack for fast collaboration; document comments for context.

4. Build feedback loops: Ask whether the information was clear and sufficient—then adjust.

5. Develop through training: Short workshops on tone, clarity, and conflict resolution.

6. Stay organized: Clean folders, standard file names, and good notes make sharing information painless.

How to Display Communication Skills on Your Resume