Document Scanning & DMS Upload Operator

Overview

• Responsible for accurate receipt, verification, scanning, and digital archiving of physical transaction files received from TFD Staff
• Ensures all documents are correctly processed and uploaded to the Document Management System (DMS)
• Returns all files to TFD Staff in good order upon completion
• Maintains strict compliance with established procedures and quality standards

• Receive physical files and printed activity report from TFD Staff
• Count and verify received files against the activity report
• Acknowledge receipt by signing the printed activity report
• Report any file count discrepancies to TFD Staff via email before proceeding
• Sort received files by product type as per the activity report
• Extract relevant documents for each transaction event
• Scan extracted documents using designated scanning equipment
• Review scanned images for correct sequence, clarity, legibility, and orientation
• Ensure correct page sequencing and that scanned order matches physical document order
• Return extracted documents to the original file in correct sequence immediately after scanning

• Log in to the Document Management System (DMS) using assigned credentials
• Navigate to the correct product type and select the appropriate event folder (life assurance, amendments)
• Enter required transaction details accurately in DMS
• Verify entered data and scanned images before saving
• Save scanned documents in the correct event folder within DMS
• Mark the corresponding entry on the printed activity report as completed
• Return scanned physical files to TFD Staff after batch completion

• Well-organized with the ability to manage and prioritize multiple tasks within a batch
• Good interpersonal and communication skills for effective coordination with TFD Staff
• Ability to work under pressure and meet deadlines in a fast-paced environment
• Honest and trustworthy in handling confidential and sensitive documents
• Team-oriented with a cooperative and professional attitude

• Minimum:
  High School Certificate / Secondary School Leaving Certificate
• Preferred:
  Diploma or equivalent in Business Administration, Records Management, Information Management, or a related field
• Any certification in Document Management, Data Entry, or Office Administration is an advantage

• Attention to detail and high accuracy in all tasks
• Proficiency with scanning equipment and DMS platforms
• Basic computer and data entry skills
• Ability to identify and escalate discrepancies promptly
• Organized and methodical working approach
• Strict adherence to document handling procedures
• Maintain confidentiality of all processed files
• Timely and accurate completion of assigned batches
• Proactive communication of issues to TFD Staff