Digitization Specialist

2 weeks ago

Arlington, United States TNDA Technologies Inc. Full time
Job DescriptionJob Description

Position Description: This is a part-time, 100% on-site position, supporting the U.S. Department of Housing & Urban Development. Work hours will be Monday-Thursday, 9am - 3pm. The Digitization Specialist will be responsible for assisting with the digital conversion of physical documents, ensuring accurate and efficient scanning, and maintaining the organization, accessibility, and security of digital files. This role is essential for supporting the organization’s efforts in maintaining electronic records and streamlining document management processes. The candidate will ensure that digitized materials meet quality standards and are properly stored.

Essential Duties and Responsibilities:

  • Prepare documents for scanning by removing staples, paper clips, and other bindings.
  • Sort and categorize documents to ensure logical and efficient scanning.
  • Operate scanning equipment to digitize documents.
  • Scan physical documents, photographs, and other media to create digital copies.
  • Use high-quality scanning equipment and software to ensure accurate and clear digital reproductions.
  • Ensure all documents are scanned accurately and clearly.
  • Monitor and maintain the digital archive system to ensure it is functioning properly.
  • Perform regular backups and data integrity checks to safeguard digital records.
  • Review digitized materials to ensure they meet quality standards.
  • Perform image enhancement tasks such as cropping, rotating, and adjusting brightness and contrast.
  • Save and organize scanned documents in the designated digital storage systems.
  • Apply proper naming conventions and metadata tagging for easy retrieval and indexing.
  • Input and update metadata and indexing information to ensure documents are searchable within the digital system.
  • Maintain a file organization system, including the number of items digitized and any issues encountered. Correct any discrepancies or errors in the scanned data.
  • Prepare reports on the status and progress of digital archiving projects. Provide regular updates to supervisors on the progress of scanning projects.
  • Handle all documents and digital files with care, maintaining confidentiality and adhering to data protection policies.
  • Implement security measures to protect digital archives from unauthorized access and data breaches. Perform regular backups.
  • Ensure the secure disposal of sensitive documents after scanning.
  • Troubleshoot and resolve issues with scanning equipment and digitization software.
  • Coordinate with IT support for advanced technical problems and system updates.

Required Skills and Experience:

  • Ability to operate scanning equipment, digital archiving software, and image enhancement tools.
  • Previous experience in a digitization, digital archiving, or records management role is preferred.
  • Experience with digital asset management systems and metadata application is beneficial.
  • Training on specific scanning equipment and digitization software may be provided on the job.
  • Computer skills and proficiency with digital file management systems.
  • High level of accuracy and attention to detail to ensure the quality and completeness of digitized records.
  • Ability to identify and correct digitization errors and discrepancies.
  • Strong organizational skills to manage large volumes of digital files and maintain efficient workflows.
  • Ability to prioritize tasks and meet deadlines.
  • Excellent written and verbal communication skills to collaborate with team members and report issues or progress.
  • Ability to follow instructions and adhere to established procedures.
  • Strong problem-solving skills to troubleshoot and resolve technical issues related to digitization.
  • Ability to develop and implement effective solutions for improving digitization processes.
  • Understanding of confidentiality and data protection principles.
  • Commitment to handling sensitive information with discretion and integrity.

Required Education:

  • High school diploma and 2-3 years’ work experience in a professional workspace.

Work Environment:

  • This position operates in an office or archival environment, with a significant amount of time spent using scanning equipment and computers.
  • The role may involve lifting and moving boxes of documents and media.
  • Candidate will work 100% on-site, part-time from Monday - Thursday, 9am - 3pm.

ABOUT HARTWOOD:

We are TnDA Technologies, Inc. (DBA Hartwood Consulting Group), a Small Business Administration (SBA)-certified 8(a) and Service-Disabled Veteran Owned Small Business (SDVOSB/VOSB), founded in 2007. With over 16 years of successful experience, we specialize in delivering expert business consultation and innovative solutions to the Federal Market. We anticipate challenges and facilitate change to help our clients prepare for the future. We strive to make a difference every day Our people-centered approach, commitment to excellence, and values of integrity, collaboration, and innovation drive our diverse team's passion for what we do.

Our highly certified experts thrive on collaboration, working seamlessly as a team to ensure our customers' success. As a fully remote company, we prioritize work-life balance by minimizing commute time and offering flexibility in the work environment. We provide competitive compensation, paid time off (PTO), and 11 paid holidays, along with a comprehensive benefits package. This package includes generous employer contributions to medical plans, employee health savings accounts, life, and disability insurance, and up to a 4% employer match to 401(k) plans.

Visit www.hartwoodcg.com to learn more.

PRIVACY STATEMENT: Hartwood Consulting Group expresses its commitment to respecting the privacy of individuals and safeguarding their personal information. The company has implemented an Applicant Privacy Policy, which provides detailed information about how applicant data is collected, used, and disclosed. This policy can typically be found on the Hartwood Consulting Group Career Center. By accessing and/or using the applicant portal provided by Hartwood Consulting Group, individuals indicate their acceptance of the company's Applicant Privacy Policy.

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