Scanning Operations Manager

Insight Global (United States); Sacramento (CA); On-site; USD 90,000 - 140,000; Full time

Job summary

Insight Global seeks an experienced Scanning Operations Manager to lead the setup and execution of a large-scale document scanning and digitization initiative. You will design the operation, establish processes, and manage day-to-day production.

You will oversee production management, quality assurance, and security, aligning with stakeholders to ensure on-time delivery and accurate indexing of digital records.

Qualifications

• Significant experience managing large-scale document scanning, imaging, records digitization, or document conversion projects.
• Experience setting up a high-volume scanning operation or production environment from the ground up.
• Understanding of the end-to-end document digitization lifecycle including preparation, scanning, indexing, QC, storage, and handling.
• Experience with high-volume production scanners and document imaging software.
• Experience developing operational processes, SOPs, workflows, and quality-control standards.
• Experience managing scanning technicians, document preparation staff, or similar production teams.
• Strong understanding of document batching, indexing, metadata capture, and file naming conventions.
• Experience establishing and monitoring production and quality metrics.
• Ability to identify bottlenecks and improve document-processing workflows.
• Strong organizational, problem-solving, and project management skills.
• Experience managing sensitive or confidential records.

Responsibilities

• Lead the design and implementation of a large-scale document scanning operation.
• Assess volumes, document types, condition, indexing, security, and throughput to determine environment.
• Configure production scanning equipment, workstations, software, network, storage, and workspace.
• Establish efficient workflow: intake, batch creation, scanning, QC, indexing, disposition.
• Develop SOPs for the scanning operation.
• Establish standards for document prep (staples removal, binder removal, etc).
• Define scanning specs: resolution, color/greyscale, formats, naming, indexing.
• Create procedures for handling oversized/damaged/blank pages and exceptions.
• Maintain chain-of-custody and document-tracking procedures.
• Continuously evaluate workflows to increase throughput and reduce manual effort.
• Manage day-to-day production: preparation, scanning, indexing, QC.
• Monitor production targets, throughput, backlog, error rates, and progress.
• Balance workloads across teams to prevent bottlenecks.
• Coordinate equipment maintenance and troubleshoot operational issues.

Skills

Large-scale scanning operations

Production management

Quality assurance

Security & records handling

SOP development

Staff leadership

Workflow optimization

Project management

Attention to document lifecycle

Job description

We are seeking an experienced Scanning Operations Manager to lead the setup and execution of a large-scale document scanning and digitization initiative. This individual will be responsible for designing the scanning operation, establishing processes and quality standards, helping select and configure the appropriate scanning infrastructure, and managing day-to-day production.

The ideal candidate has previously led high-volume document scanning or records digitization projects and understands the full document lifecycle, from physical document intake and preparation through scanning, quality control, indexing, electronic delivery, and secure disposition or return of original records.

Key Responsibilities

Scanning Infrastructure & Operational Setup

• Lead the design and implementation of a large-scale document scanning operation.
• Assess expected document volumes, document types, physical condition, indexing requirements, security requirements, and throughput expectations to determine the appropriate scanning environment.
• Help identify and configure appropriate production scanning equipment, workstations, software, network connectivity, storage, and physical workspace.
• Establish an efficient workflow for:
• Document intake and inventory
• Batch creation
• Scanning
• Quality control
• Indexing and metadata capture
• Reassembly, storage, return, or approved disposition of physical documents
• Develop the physical layout of scanning stations to maximize efficiency while maintaining appropriate document security and chain of custody.
• Partner with IT, records management, security, and business stakeholders to ensure the scanning environment supports project requirements.
• Develop and document standard operating procedures (SOPs) for the scanning operation.
• Establish standards for document preparation, including removal of staples and fasteners, binder removal, page repair, document organization, and batch creation.
• Define scanning specifications such as resolution, color/grayscale requirements, file formats, naming conventions, and indexing standards based on project requirements.
• Create procedures for handling oversized documents, damaged records, photographs, double-sided documents, blank pages, and other scanning exceptions.
• Establish clear chain-of-custody and document-tracking procedures to prevent misplaced or lost records.
• Continuously evaluate workflows and identify opportunities to increase throughput and reduce manual effort.

Production Management

• Manage the day-to-day activities of document preparation, scanning, indexing, and quality-control resources.
• Establish production targets and monitor scanning throughput, backlog, error rates, re-scan volume, and overall project progress.
• Balance workloads across preparation, scanning, QC, and indexing teams to prevent production bottlenecks.
• Manage document batches from physical intake through successful digital completion.
• Identify operational issues and adjust staffing, equipment, or processes to maintain production goals.
• Coordinate equipment maintenance and troubleshoot operational issues that impact scanning production.

Quality Assurance

• Develop and oversee a comprehensive quality assurance and quality control process.
• Establish procedures to verify that scanned images are:
• Complete
• Properly oriented
• Correctly ordered
• Accurately indexed
• Free of missing or duplicate pages
• Establish sampling and validation procedures appropriate to the project's requirements.
• Manage re-scan and exception queues and investigate recurring quality issues.
• Track quality metrics and implement corrective actions when quality standards are not being met.
• Supervise scanning specialists, document preparation resources, indexing resources, and quality-control personnel.
• Determine appropriate staffing levels based on document volume and production requirements.
• Train team members on scanning equipment, preparation procedures, document handling, QC processes, and security requirements.
• Create clear roles and workflows across the scanning operation.
• Provide hands-on support during initial implementation and production ramp-up.

Security & Records Management

• Establish processes to maintain document confidentiality, security, and chain of custody throughout the scanning lifecycle.
• Ensure sensitive documents are only accessible to authorized personnel.
• Maintain processes for tracking physical documents from receipt through scanning and final disposition.
• Partner with appropriate stakeholders to ensure electronic files are stored and transferred securely.
• Ensure physical records are returned, retained, or disposed of according to project and organizational requirements.

Required Qualifications

• Significant experience managing large-scale document scanning, imaging, records digitization, or document conversion projects.
• Demonstrated experience setting up a high-volume scanning operation or production environment from the ground up.
• Strong understanding of the end-to-end document digitization lifecycle, including preparation, scanning, indexing, QC, storage, and physical document handling.
• Experience with high-volume/production document scanners and document imaging software.
• Experience developing operational processes, SOPs, workflows, and quality-control standards.
• Experience managing scanning technicians, document preparation staff, or similar production teams.
• Strong understanding of document batching, indexing, metadata capture, and file naming conventions.
• Experience establishing and monitoring production and quality metrics.
• Ability to identify bottlenecks and improve document-processing workflows.
• Strong organizational, problem-solving, and project management skills.
• Experience managing sensitive or confidential records.