Digital Documentation

Quest Global; Barcelona; Remote; EUR 48,000 - 72,000; Full time

Benefits offered by this job

Competitive salary

Fully remote work

Global team collaboration

Job summary

Quest Global is seeking a highly organized Digital Document Management Specialist to lead the management of our digital repository remotely. You will implement and improve the DMS, define metadata standards, and ensure secure, compliant handling of digital records across the organization.

You will collaborate with researchers, administrative staff, and IT to digitize, index, and protect knowledge assets, while delivering training and maintaining accessibility for a global team.

Qualifications

• Experience in digital document or records management, libraries, or archives.
• Familiarity with metadata standards (Dublin Core, MARC) and XML is preferred.
• Strong knowledge of information security and data privacy basics.
• Excellent written and spoken communication in Spanish and English.

Responsibilities

• Develop and manage the institution's digital document management system.
• Establish metadata standards and indexing for efficient retrieval.
• Ensure security, integrity, and confidentiality of digital records.
• Oversee digitization and integration of physical documents into the DMS.
• Manage access controls and user permissions for the DMS.
• Provide training and support on the DMS to staff.
• Audit the digital archive for compliance and improvements.
• Collaborate with IT on performance, backup, and disaster recovery.
• Archive and dispose of records per retention policies.

Skills

Digital document management

Records management

Library science

Archival studies

Information security

Project management

Bilingual Spanish/English

Education

Bachelor's or Master's in Library Science / Information Management / Archival Studies

Tools

OCR software

Document scanning software

Database management systems

DAM/DMS platforms

Job description

Our client, a renowned international research institution, is seeking a highly organized and tech-savvy Digital Document Management Specialist to join their entirely remote team. This critical role involves overseeing the organization, storage, retrieval, and security of all digital documentation across the institution. Working remotely from your chosen location, you will be instrumental in developing and implementing best practices for digital information management, ensuring accessibility and compliance. The ideal candidate has a strong background in information management, libraries, or archives, coupled with a passion for digital transformation. You will collaborate with researchers, administrative staff, and IT professionals to maintain a robust and efficient digital repository. This is an exceptional opportunity to contribute to a prestigious organization, working remotely and making a significant impact on knowledge management and accessibility.

Key Responsibilities

• Develop, implement, and manage the institution's digital document management system (DMS).
• Establish and maintain metadata standards and indexing protocols for efficient retrieval.
• Ensure the security, integrity, and confidentiality of all digital records.
• Oversee the digitization of physical documents and integrate them into the DMS.
• Manage access controls and user permissions for the DMS.
• Provide training and support to staff on using the DMS effectively.
• Conduct regular audits of the digital archive to ensure compliance and identify improvements.
• Stay abreast of new technologies and best practices in digital preservation and records management.
• Collaborate with IT to ensure the performance, backup, and disaster recovery of the DMS.
• Archive and dispose of digital records according to established policies and retention schedules.

Requirements

• Proven experience in digital document management, records management, library science, or archival studies.
• In-depth knowledge of Digital Asset Management (DAM) and Document Management Systems (DMS).
• Familiarity with metadata standards (e.g., Dublin Core, MARC) and XML.
• Strong understanding of information security principles and data privacy regulations.
• Excellent organizational and project management skills.
• Proficiency in relevant software and technologies, including OCR, scanning software, and database management.
• Exceptional written and verbal communication skills in Spanish and English.
• Ability to work independently, manage time effectively, and meet deadlines in a remote setting.
• Bachelor's or Master's degree in Library Science, Information Management, Archival Studies, or a related field is highly preferred.
• A proactive approach to problem-solving and continuous improvement.

Benefits

This fully remote position offers a competitive salary and the unparalleled flexibility of working from anywhere. Our client provides a stimulating intellectual environment, fostering innovation and collaboration among a global team. You will have the opportunity to work on meaningful projects that preserve and disseminate valuable knowledge. Professional development opportunities, including access to conferences and training, are available. The institution is committed to a culture of respect, diversity, and inclusion, making it an ideal place to advance your career in digital information management.