Records Digitization & Quality Assurance Spec

Records Digitization & Quality Assurance Specialist (Temporary)

The Temporary Records Digitization & Quality Assurance Specialist functions under the supervision and guidance of the Director of Social Services. The Temporary Records Digitization & Quality Assurance Specialist converts existing paper files into complete, accurate, searchable electronic records. The position prepares, scans, indexes, imports, and validates documents in accordance with established workflows, the organization's document retention requirements, confidentiality expectations, and authorized disposition procedures.

Because the role may handle sensitive and confidential information, consistent adherence to privacy, information security, and access-control requirements are essential.

Essential Job Functions include, but are not limited to:

• Accepts responsibility for meeting the standards of the professional, ethical, and relevant legislated requirements.
• Accepts responsibility for meeting professional, ethical, regulatory, and organizational standards.
• Maintains confidentiality and always protects sensitive information.

• Review assigned paper files and electronic resources to determine document type, condition, completeness, duplication, retention status, and appropriate disposition.
• Prepare documents for scanning by removing staples, clips, and bindings; repairing damaged pages when appropriate; and arranging documents in proper sequence.
• Operate scanners, imaging devices, Microsoft Windows computers, and document management systems to create clear, legible digital records.
• Apply established naming conventions, document types, dates, record identifiers, and metadata requirements to ensure accurate retrieval of records.
• Import scanned images and associated metadata into approved electronic databases and document management systems.
• Maintain custody and control of physical files throughout intake, preparation, scanning, indexing, storage, return, archiving, or destruction processes.
• Conduct audits of electronic and paper records to ensure compliance with retention schedules and organizational procedures.

• Validate scanned records against source documents to confirm correct record association, page count, sequencing, orientation, legibility, completeness, and successful upload.
• Perform image quality reviews and correct skewed, cropped, blurred, blank, duplicated, misfiled, or incomplete pages through rescanning or approved correction procedures.
• Reconcile scan batches, exception logs, and source documentation; document discrepancies and escalate unresolved issues to management.
• Maintain daily production logs, quality-control reports, and project status updates.
• Meet established productivity and accuracy expectations while prioritizing record integrity and quality.

• Maintain organized electronic and physical filing systems.
• Track progress of document conversion projects and report completion status.
• Assist with document retrieval requests and records management inquiries.
• Support special projects and temporary assignments as directed by management.

• Sign and comply with all applicable confidentiality, privacy, records management, acceptable use, and information security acknowledgments.
• Handle confidential information in accordance with organizational policies and all applicable legal and regulatory requirements.
• Maintain confidentiality during and after the temporary assignment.
• Immediately report lost or misplaced files, incorrect indexing, unauthorized access, or suspected privacy breaches.
• Use only organization-approved devices, systems, storage media, email, and transfer methods.
• Secure workstations, files, and records from unauthorized access.

• Responsible for maintaining up-to-date knowledge, skills, and abilities
• Attends and participates in in-service, monthly staff meetings, continuing education offerings, community training events, conferences, and webinars as appropriate

Education:

Required:

• High School Diploma or GED equivalent.
• Minimum one (1) year of administrative, records management, data…