Digital Records Review Clerk

Hrstalentsolutions; Warrington; Remote; GBP 39,000 - 41,000; Full time

Job summary

Hrstalentsolutions is seeking a Duplicate File Review Clerk for remote work in the UK. The role focuses on reviewing file duplicates, describing similarities and differences, and ensuring clear evidence for authorised retention decisions.

You will compare names, dates and references in an online system and avoid any deletion or merging of records without approval. Training will cover the exact checks and procedures.

Qualifications

• Experience in office administration is useful but not required.
• Ability to compare file names, references and dates in an online system.
• Attention to detail and clear descriptive notes for review decisions.
• Capable of working remotely with minimal supervision.

Responsibilities

• Compare file names, references and dates in the online system.
• Record why two files may be duplicates or different records.
• Note distinctions when items differ and explain findings clearly.
• Avoid deleting or merging records without authorised guidance.
• Keep originals in place until a decision is made by an authorised person.
• Maintain a traceable evidence note of review outcomes.

Job description

Duplicate File Review Clerk

Office Administration | Digital Records | Remote | £28.00–£30.00 per hour
Full-time or part-time

Two files with nearly identical names may be genuine duplicates, separate versions or documents for different records. The Duplicate File Review Clerk helps a records team identify possible overlaps and describe them clearly for the person authorised to decide what happens next.

You would compare file names, references, dates and available source details in an online system. You would not delete a file or merge records merely because they look alike.

Similar is not the same

A folder might contain ‘Application final’ and ‘Application final 2’. One could be the current version and the other an earlier draft. You would check the references and document details that the team’s instructions allow you to view. If they appear to describe the same item, record the reason for flagging them. If they differ, note the distinction so the same pair is not repeatedly sent for review. The role is about organised evidence, not a personal judgement about which version the organisation should retain.

The work may begin from an automated duplicate alert, a colleague’s question or a routine sweep of a digital folder. You would locate the affected files, check whether their names and identifiers agree, and apply the employer’s categories such as ‘possible duplicate’ or ‘different record’. A technical hash or specialist data tool is not required for this introductory position. Training will explain what a basic check involves and who makes the final retention or merge decision.

A pair may be similar because:

• The same document was uploaded twice.
• A clearer scan replaced an unreadable version.
• Two different people share a similar name.

The first observation does not decide which situation applies. Look at the supplied reference and note what can actually be established.

A useful review note

It should identify both files, the record they appear to belong to and the concrete similarity or difference you observed. ‘Looks the same’ is not enough for a colleague to act. If one file has a different date or attachment, mention it. If you cannot open a file, say so rather than claiming it matches. You would leave the originals in place until an authorised person decides. That protects the record and makes the work traceable.

Do not take these actions independently:

• Delete a file simply because its name has a number suffix.
• Replace an earlier version with a newer-looking one.
• Merge two records with matching names but different references.

Those decisions can change the history of a record. Your evidence note is what enables an authorised colleague to make them safely.

You may be asked to:

• Review a list of possible duplicate files in the online records system.
• Compare names, dates and supplied references against the related entry.
• Identify whether two files are exact-looking copies or apparent versions.
• Note a key difference without interpreting the document’s substance.
• Label a pair for authorised review under the team’s procedure.
• Keep the original files accessible while a decision is pending.
• Record when a colleague has resolved the duplicate question.
• Flag a file that appears to belong to another person’s record.

Care with personal information is important. You should use only approved systems and avoid downloading copies to a personal folder for convenience. The customer service connection is indirect but real: a complete record helps colleagues give customers accurate information later. Office administration experience is useful, but applicants with little or no formal experience are welcome. The employer will teach the filing conventions and review steps. You should be able to compare details, write a concise note and accept that some questions must remain unresolved until another person decides.

The work can be done remotely as part of a full-time or part-time schedule. A home office space suited to focused document comparison is helpful. Pay is £28.00–£30.00 per hour. You will not be asked to make independent record-deletion or retention decisions.