File Clerk I

Your New Role

The Records Specialist will be responsible for the back scanning and cataloging of employee files, ensuring that all records are accurately digitized, organized, and maintained in compliance with company policies and legal requirements. This role is crucial in supporting the company's efforts to transition from physical to electronic records management, enhancing accessibility and security of employee files.

Your Role Accountabilities

Ensure employee files are reviewed and sectioned in compliance with company taxonomy and retention policies, in preparation for back-scanning & digitization. This includes existing electronic records in adjacent systems / storage locations.

Once prepared, using the company MFD scanning devices to digitize physical files and store these (and the existing digital records) within the electronic data management software, following company indexing and taxonomy guidelines.

Ensure all 'scanned and OCR rejected' records are reviewed and manually added to the electronic data management software.

Conduct regular audits and analysis on the file stores to ensure they are regularly maintained, secure, and indexed correctly.

Provide analytics and regular updates for project tracking and timeframes.

Ensure the accuracy and completeness of digitized records, verifying that all necessary documents are included.

Maintain a high level of data integrity, confidentiality and sensitivity while handling employee records.

Collaborate with internal stakeholders (as appropriate), including HR and legal teams, to ensure compliance with records management policies and legal requirements.

Provide support and training to other team members on back scanning and cataloging best practices.

Qualifications & Experience

High school diploma or equivalent; associate's or bachelor's degree in information management, Business Administration, or a related field is preferred.

Minimum of 2 years of experience in records management, back scanning, or a related field.

Managing Confidential and Sensitive information is require

Strong understanding of records retention policies and legal requirements.

Proficiency in using records management software and scanning equipment.

Excellent organizational and time management skills.

Strong attention to detail and accuracy.

Ability to work independently and collaboratively with internal stakeholders.

Excellent communication and interpersonal skills.