Legacy Document Digitization

Job Summary:
**Duties**:

- Scan and digitize legacy documents using specialized equipment and software
- Organize and categorize digital files according to established protocols
- Perform quality checks to ensure accuracy and completeness of digitized documents
- Maintain confidentiality and security of sensitive information
- Collaborate with team members to prioritize and complete digitization projects within specified timelines
- Assist with data entry and metadata tagging as needed

Detailed Responsibilities:
2. Paper files will be prepared for scanning by removing any staples, paper clips, binder clips, etc.

3. Remove any sticky notes that obscure information on a page.

4. If possible; place the sticky notes in a location on the page that does not obscure the information on the page.

5. Paper pages will be scanned in black and white or color at 300 dpi, multi-page PDFs along with an option for JPEG.

6. All digitized pages will be right reading to eliminate any requirement by the government to perform image rotation of the image.

7. Each document scanned shall require manual data entry for Document Naming based on an average file name length of approximately 40 characters.

9. All files will be named by type, category, and content. Names will be provided via a SharePoint list specific to the batch being scanned.

10. Digitized files will be uploaded into the NCNR Sharepoint Electronic Document Management System (EDMS) in accordance with NCNR furnished EDMS user aids.

11. Perform quality control of digital documents to ensure clarity and readability. Documents that are not clear and readable will be rescanned or marked “Best Available Copy”

12. No reconstitution of the files will be performed, i.e. no staples or paperclips replaced, etc.

13. The contents of individual scanned files will be packed into provided storage containers

and marked on the exterior with file content range and status of scanned.

14. The digitized records will be uploaded directly to the NCNR network or other storage

repository as required to allow users to access work in progress during the digitization process.

15. Support NIST librarians conducting quality control to the extent required to access

scanned files and resolve file quality issues.

16. Monthly Status Reports (MSR): document the efforts performed in the completion tasks covered under this statement of work in a detailed Monthly Status Report due on or before the 10th of each Month. The status report shall include, at a minimum:

- Progress for the period: of work accomplished during the reporting period.
- Problems encountered: identification of any problems, issues or delays and recommendations as to their resolution, and any corrective action that was taken to correct identified problems.
- Strategy revisions: recommended changes to include any lessons learned
- Cost for the current period and cumulative costs.

17. Quality Control activities for document scanning include but are not limited to verifying all documents are accounted for in document sets; verifying an accuracy level for OCR processes; ensuring that electronic document images are complete, legible, and as usable as the original paper documents; ensuring proper handling and safeguarding of material; identifying and mitigating risks; resolving issues; and adhering to processes and procedures. Re-scan any folders containing content that is found by NCNR staff to be missing from the digitized file or of an unacceptable quality.

Qualifications:

- Previous experience in a clerical or administrative role preferred
- Proficient typing skills with a high level of accuracy
- Strong attention to detail and organizational skills
- Basic computer skills, including knowledge of order entry systems
- Ability to work independently and meet deadlines

**Job Type**: Contract

Pay: From $15.00 per hour

Expected hours: No more than 40 per week

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Ability to Relocate:

- Gaithersburg, MD 20899: Relocate before starting work (required)

Work Location: In person