Document Scanning & Records Clerk - 26-13127

Compu-Vision - IT; Washington (District of Columbia); On-site; USD 22,000 - 30,000; Full time

Job summary

Compu-Vision - IT is seeking a Document Scanning & Records Clerk to support a large-scale government records digitization project in Lacey, WA. You will prepare, scan, index, and quality-check about 520,000 documents, adhering to strict security and procedures.

This onsite role requires meticulous data entry, file organization, and proficiency with PDF/document management tools; you will operate scanning equipment at 300 DPI, perform OCR, and ensure accurate indexing and naming conventions while

Qualifications

• High school diploma or equivalent.
• Experience with document scanning, records management, data entry, or clerical support.
• Strong attention to detail and accuracy.
• Ability to process large volumes of documents and meet deadlines.
• Proficient with Windows and PDF document management.
• Ability to follow instructions and work both independently and in a team.

Responsibilities

• Prepare and organize large volumes of paper documents for digital conversion.
• Retrieve documents from boxes and folders and prepare them for scanning.
• Remove staples, paper clips, bindings, and other materials that may interfere with scanning.
• Repair damaged documents when necessary and ensure proper page orientation.
• Maintain individual files as separate document groups throughout the scanning process.
• Create document separator sheets with required information, including names, license numbers, and document types.
• Scan documents at a minimum of 300 DPI using auto-color detection.
• Perform full-text OCR and create multi-page PDF files.
• Ensure each physical folder is converted into the appropriate digital document.
• Follow established file-naming conventions and indexing requirements.
• Verify document information and request clarification when details are unclear.
• Perform quality checks to ensure scanned documents are complete, legible, properly oriented, and accurately indexed.
• Identify and correct scanning, indexing, and image-quality errors.
• Rescan documents when necessary to meet quality standards.
• Upload completed digital files to designated secure network folders for quality review.
• Assist with transferring approved documents into Laserfiche or other records management systems.
• Maintain the confidentiality and security of sensitive government records.
• Keep the document-processing workspace clean, organized, and secure.
• Meet daily and weekly productivity and quality expectations.
• Collaborate with project leadership and team members to resolve document-processing issues.

Skills

Attention to detail

Data entry

Keyboarding

Organizational skills

Time management

Teamwork

Confidentiality

Quality assurance

Education

High school diploma

Tools

Adobe Acrobat

OCR software

Laserfiche

PDF creation

Document imaging equipment

Windows OS

Job description

Document Scanning & Records Clerk

Location: Lacey, WA

Work Arrangement: 100% Onsite

Schedule: Monday-Friday, 7:00 AM-5:00 PM

We are seeking a highly organized and detail-oriented Document Scanning & Records Clerk to support a large-scale records digitization project for a government agency in Lacey, WA. The selected candidate will be responsible for preparing, scanning, indexing, naming, organizing, and quality-checking approximately 520,000 documents. This position requires strong attention to detail, accuracy, and the ability to process large volumes of physical and electronic records while following established procedures.

Key Responsibilities

• Prepare and organize large volumes of paper documents for digital conversion.
• Retrieve documents from boxes and folders and prepare them for scanning.
• Remove staples, paper clips, bindings, and other materials that may interfere with scanning.
• Repair damaged documents when necessary and ensure proper page orientation.
• Maintain individual files as separate document groups throughout the scanning process.
• Create document separator sheets with required information, including names, license numbers, and document types.
• Scan documents at a minimum of 300 DPI using auto-color detection.
• Perform full-text OCR (Optical Character Recognition) and create multi-page PDF files.
• Ensure each physical folder is converted into the appropriate digital document.
• Follow established file-naming conventions and indexing requirements.
• Verify document information and request clarification when details are unclear.
• Perform quality checks to ensure scanned documents are complete, legible, properly oriented, and accurately indexed.
• Identify and correct scanning, indexing, and image-quality errors.
• Rescan documents when necessary to meet quality standards.
• Upload completed digital files to designated secure network folders for quality review.
• Assist with transferring approved documents into Laserfiche or other records management systems.
• Maintain the confidentiality and security of sensitive government records.
• Keep the document-processing workspace clean, organized, and secure.
• Meet daily and weekly productivity and quality expectations.
• Collaborate with project leadership and team members to resolve document-processing issues.

Required Qualifications

• High school diploma or equivalent.
• Previous experience in document scanning, records management, data entry, document imaging, file administration, or clerical support.
• Strong attention to detail and accuracy.
• Good data-entry and keyboarding skills.
• Ability to process and organize large volumes of documents.
• Basic proficiency with Windows-based computers and electronic file management.
• Familiarity with creating, naming, saving, and organizing PDF documents.
• Ability to follow detailed written instructions and established procedures.
• Ability to perform repetitive tasks while maintaining accuracy and productivity.
• Strong organizational and time-management skills.
• Ability to work independently and as part of a team.
• Dependable attendance and punctuality.
• Must be able to work 100% onsite in Lacey, WA.

Preferred Qualifications

• Experience with high-volume document scanning equipment.
• Familiarity with OCR software and Adobe Acrobat.
• Experience with Laserfiche or other electronic document management systems.
• Knowledge of document indexing and quality assurance processes.
• Previous experience handling government, legal, healthcare, financial, licensing, or other confidential records.
• Experience as a Document Imaging Specialist, Records Clerk, Scanning Technician, Document Control Specialist, File Clerk, or Data Entry Specialist.