Records and Information Specialist
Experience Level 1 (1-5 years)
Work Location: White Plains, NY 10601(Hybrid schedule of a minimum of 3 days on-site)
Duration of Assignment 12 month(s)
Project Overview:
- The Records Assistant role supports the Corporate Records team by reviewing, preparing, digitizing, and classifying hardcopy documents for inclusion in the organization's Records Management System.
- Work in accordance with NYPA's records and content management policies Under the supervision of Digital warehouse and the Law department, assist in the creation of a digital collection for archived hard copy law cases.
- Knowledge of litigation documents required.
Job Functions & Responsibilities:
- Review hard-copy documents to determine whether they meet the criteria for official records.
- Classify and accurately name records using established naming conventions and filing guidelines.
- Prepare documents for scanning, including organizing, removing staples, and ensuring materials are in a scan-ready condition.
- Under general direction, responsible for electronic scanning of records, and the supporting processes. Includes scanning hardcopy 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 the preparation, scanning, and uploading process.
- Assist with basic quality control checks to ensure accuracy and completeness of digitized records.
- Understand specific Business area functions such as: Finance, Payroll, Law, Engineering and other Utility specific roles.
- Familiarity working with a Records Retention Schedule by associating documents with their Record Series Titles, retention periods, regulations, and RM File Numbers.
- Capture metadata and other valuable data to support records compliance.
- Maintain appropriate confidentiality in matters pertaining to all forms of records, including HIPPA, PII and all other business affairs.
- Proactively work to improve the searchability of the scanned record by understanding business area needs.
Skills:
- 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.
- Prior experience with scanning, records management and content management principles, approaches and solutions and demonstrated application
- Demonstrated strong experience with state-of-the-art electronic filing and content management systems
- Ability to prioritize and manage a project from conception to completion, including working with end users to assure the final product meets their standards.
- Prior experience or knowledge of Content Server and SharePoint or other Content Management systems; preferred.
- Ability to lift up to 40 lbs.
Education & Certifications:
- Bachelor's degree, in a related field is preferred.
- 3+ years' experience in Legal Records or information management.
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