Records and Digitization Specialist

Merit HR (Merit Resource Group); Richmond (CA); On-site; USD 25,000 - 39,000; Full time

Job summary

Merit HR (Merit Resource Group) is seeking a Records and Digitization Specialist in Richmond, CA for a 3+ month assignment. This hands-on role involves organizing physical files, digitizing documents, indexing data and maintaining confidentiality with high accuracy.

You will work with both paper records and electronic systems, perform QC checks, and track progress using records management software and MS Office tools. The ideal candidate is meticulous, independent and detail-oriented.

Qualifications

• Experience in records management or archival environments.
• Strong scanning, indexing and data-entry skills.
• Ability to work independently with high confidentiality.
• Proficiency in Excel and Outlook.

Responsibilities

• Review, organize, sort and inventory physical records.
• Prepare files for archival storage and/or digitization.
• Scan documents and convert records into electronic formats.
• Accurately name, classify and index electronic documents.
• Enter and update information within records management systems.
• Perform quality-control checks to ensure scanned documents and electronic records are complete and correctly categorized.
• Maintain accurate logs and documentation throughout the project.
• Follow established records retention and handling procedures.
• Help maintain an organized and secure physical records environment.

Skills

Attention to detail

Data entry

Indexing

MS Excel

Tools

Document management software

Microsoft Office

Scanning software

Job description

We are seeking an exceptionally detail-oriented Records and Digitization Specialist to support a temporary records management and archival project. This is a hands-on role for someone who genuinely enjoys bringing order to large volumes of information and understands that accuracy matters at every step.

The project combines physical records organization with technology-based records management and digitization. You will work with hard-copy files, organize and inventory records, scan and digitize documents, accurately index information, enter and validate data, and use software to track records throughout the process.

This is not simply a filing assignment. We are looking for someone who understands records management principles and can work methodically and independently while maintaining a very high level of accuracy and confidentiality. Anticipated length of assignment is 3+ months.

What You'll Do

• Review, organize, sort and inventory physical records
• Prepare files and documents for archival storage and/or digitization
• Scan physical documents and convert records into electronic formats
• Accurately name, classify and index electronic documents
• Enter and update information within records management systems, databases and tracking tools
• Perform quality-control checks to ensure scanned documents and electronic records are complete, legible and correctly categorized
• Maintain accurate logs and documentation throughout the project
• Retrieve, refile and relocate physical records as needed
• Identify discrepancies, missing information or filing issues and escalated questions appropriately
• Follow established records retention, confidentiality and document-handling procedures
• Help maintain an organized and secure physical records environment

What We're Looking For

• Prior experience in records management, document control, archives, legal records, medical records, document imaging, or another highly documentation-intensive environment
• Experience working with both physical and electronic records
• Strong scanning, indexing and data-entry skills
• Comfort learning and working in records management or document management software
• Strong Microsoft Office skills, particularly Excel and Outlook
• Exceptional attention to detail and commitment to accuracy
• Ability to follow established processes consistently while recognizing when something does not look right
• Strong organizational and time-management skills
• Ability to work independently and maintain focus while performing detailed, repetitive work
• Sound judgment when handling confidential or sensitive information
• Comfortable working with physical files and records as a significant part of the assignment

Especially Relevant Experience

Experience with document management systems (DMS), records retention, archival storage, records inventories, scanning projects, document disposition, quality assurance, or controlled/confidential documents would be particularly valuable.

The Person Who Will Thrive Here

You are meticulous without needing constant oversight. You notice when a file is out of sequence, a document has been scanned incorrectly, an index entry does not match the source material, or something is missing. You are comfortable spending part of the day working with physical files and another part working in software. Most importantly, you understand that in records management, accuracy, consistency and confidentiality are essential.