Digital Records and Archive Assistant

HRS Talent Solutions; Vancouver; Remote; CAD 39,000 - 42,000; Full time

Job summary

HRS Talent Solutions is seeking a Digital Records and Archive Assistant to organize and index digital documents for easy retrieval. The role emphasizes applying naming conventions, maintaining an online index, and ensuring links point to the correct documents.

The position supports remote work with flexible hours and involves basic office administration, data entry, and customer service skills. Training will cover the employer's indexing rules and access permissions.

Qualifications

• No specialized records credential required.
• Experience with electronic filing, office administration, data entry, or customer service is welcome but not required.
• Onboarding will teach index and file-access rules.

Responsibilities

• Receive groups of files, check dates and reference numbers, and enter titles in a spreadsheet or web-based document system.
• Test that saved links point to the expected document after saving.
• Flag duplicates, missing pages, or mismatched references.
• Keep a list of items awaiting clarification.
• Record which files are complete and which need a decision.

Skills

Attention to detail

Office administration

Data entry

Customer service

Job description

Digital Records and Archive Assistant

Office Administration | Digital Archives | Remote | Full-time or part-time | 28.50–30.25 per hour

Make existing files easier to find

This role is about organizing approved digital documents so that another authorized person can locate the correct file later. You will work with supplied records, naming guidance, and an online index. The result is a searchable entry tied to the right document, not a judgment about the document’s contents or a new policy for keeping files.

Files you may handle

• Standard forms and completed administrative records.
• Approved correspondence that belongs with a particular case.
• Documents awaiting a routine naming or date check.
• Files that need to be linked to an existing customer record.

First look at what the file actually contains and the information attached to it. A document named “final” may be an old version, and two files with similar names may belong to different people. Use the employer’s index fields and naming instructions. If you cannot determine the correct record or version, set the item aside for review instead of placing it in a convenient folder.

What the day involves

You might receive a group of files from a team member, check their dates and reference numbers, and enter their titles in a spreadsheet or web-based document system. After saving an entry, test that it points to the expected document. If an attachment is unreadable or a name does not match its source record, note the issue and ask the designated person for direction. Keeping a list of items awaiting clarification is part of the work.

• Check each document against the details supplied with it.
• Apply the approved naming convention and index fields.
• Place a file in its assigned online location.
• Verify that a saved link opens the intended item.
• Flag apparent duplicates, missing pages, or mismatched references.
• Record which files are complete and which need a decision.

A tidy archive depends on ordinary office administration skills: attention to dates, consistency, and the ability to retrace an entry. Customer service experience can also help when another team asks whether a particular document has been received. Answer only what the record establishes. A file being indexed does not mean it has been reviewed or approved.

There may be a batch of files with mixed dates and no obvious order. Work through them one at a time, keeping a record of which entries have passed your checks. If the team asks for a particular document later, the index should lead to that file without requiring someone to reopen the entire batch. When a file is held for clarification, leave its temporary status visible and do not let an uncertain item disappear into a finished folder.

Indexing is most useful when another person can retrieve a document by a predictable name. You may be asked to compare a supplied file name, date and reference against a folder convention before adding it. A document with no clear owner or retention instruction should be held for guidance rather than put in an arbitrary folder. If a later search exposes a mislabeled file, record the correction path instead of silently moving it. The employer will teach its naming rules and access permissions; your contribution is consistent checking and accurate electronic filing.

Entry-level fit and compensation

No specialized records credential is required for this role. Experience with electronic filing, office administration, data entry, or customer service is welcome but not required. Applicants with little formal experience can do well if they follow instructions, check their own work, and raise uncertain matches. You can learn the assigned index and file-access rules during onboarding.

For remote work involving files that may contain private details, you will need a suitable workspace; a home office is one option. The employer will confirm its actual document-handling procedures.