Records Specialist

vTech Solution; City of White Plains (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

vTech Solution is seeking a Records and Information Specialist to support the Corporate Records team. The role involves reviewing, organizing, and digitizing hard-copy documents for entry into the Records Management System, ensuring compliance with policies and confidentiality policies.

You will create a digital archive of EHS reports and technical records, naming and tagging files accurately, and applying retention schedules across various record series.

Qualifications

• Ability to follow established records naming conventions and filing guidelines.
• Experience with scanning, records management, and content management principles.
• Experience with electronic filing and content management systems.
• Physical ability to lift up to 40 lbs.
• Minimum 3 years of experience in records or information management.
• Bachelor's degree preferred.

Responsibilities

• Review hard-copy documents to determine eligibility as official records.
• Classify and name records using established conventions.
• Prepare documents for scanning and ensure scan-readiness.
• Perform electronic scanning and verify image quality.
• Upload scanned documents with correct metadata in the Records Management System.
• Maintain organization and tracking of documents through preparation, scanning and uploading.
• Conduct basic quality control checks for accuracy and completeness.
• Understand EHS and other utility-specific business area functions.
• Apply Records Retention Schedules to associate documents with proper sequences.
• Capture metadata to support records compliance.
• Maintain confidentiality including HIPAA and PII.
• Enhance searchability of scanned records by aligning with business needs.

Skills

Attention to detail

Procedural follow-through

Data organization

Metadata capture

Quality control

Confidentiality

Time management

Education

Bachelor's degree in a related field

Tools

Content Server

SharePoint

Job description

Job Summary:

The Records and Information Specialist supports the Corporate Records team by reviewing, preparing, digitizing, and classifying hardcopy documents for inclusion in the organization's Records Management System. This role ensures compliance with records management policies and assists in creating a digital archive of Environmental Health and Safety (EHS) reports and technical records, maintaining accuracy and confidentiality throughout the process.

Responsibilities:

• Review hard-copy documents to determine their eligibility as official records.
• Classify and accurately name records using established naming conventions and filing guidelines.
• Prepare documents for scanning by organizing, removing staples, and ensuring scan-readiness.
• Perform electronic scanning of records using standard imaging equipment and verify image quality.
• Upload scanned documents into the Records Management System with correct metadata.
• Maintain organization and tracking of documents throughout preparation, scanning, and uploading.
• Conduct basic quality control checks to ensure accuracy and completeness of digitized records.
• Understand business area functions such as EHS and other utility-specific roles.
• Apply knowledge of Records Retention Schedules by associating documents with appropriate record series titles, retention periods, regulations, and file numbers.
• Capture metadata and other data to support records compliance.
• Maintain confidentiality regarding all forms of records, including HIPAA, PII, and other sensitive business information.
• Work proactively to improve the searchability of scanned records by understanding business area needs.

Required Skills & Certifications:

• Strong attention to detail and accuracy.
• Ability to follow established procedures and naming conventions.
• Basic computer skills and comfort working with digital files and databases.
• Ability to manage repetitive tasks while maintaining quality.
• Strong organizational skills and ability to meet deadlines.
• Experience with scanning, records management, and content management principles and solutions.
• Experience with electronic filing and content management systems.
• Ability to lift up to 40 lbs.
• Bachelor's degree in a related field preferred.
• Minimum of 3 years' experience in records or information management.

Preferred Skills & Certifications:

• Experience or knowledge of Content Server, SharePoint, or other content management systems.
• Demonstrated ability to prioritize and manage projects from conception to completion.
• Experience working with end users to ensure final product meets standards.

Special Considerations:

• Maintain strict confidentiality in handling records, including HIPAA and PII compliance.
• Physical ability to lift up to 40 lbs during document handling.

Scheduling:

• Standard work schedule with adherence to deadlines; specific shift details not provided.